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Events Manager

7 months ago

Toronto, Canada CCA - The Canadian Chiropractic Association Full time

The Canadian Chiropractic Association (CCA) is a national profession-based healthcare association representing over 8000 chiropractors across Canada. The association works closely with the 10 provincial associations to promote the profession and build strong relationships with provincial and federal governments to ensure the growth and recognition of the profession in the healthcare system. We are a dynamic, innovative association that strives to create new opportunities for our members, and we value diversity and work to ensure our workplace is equitable and inclusive.

**Positive Overview**:
Reporting to the Executive Assistant (EA) of the CEO, the Events Manager position is responsible for the planning, organizing, logistics, execution, and reporting of all events involving the CCA including conventions, student events and association-related events.
The Events Manager will work closely with the Member Experience team in all aspects of the events process for both in-person and virtual for members. They will strategize, design, and deliver engaging events for the CCA while remaining within budget. They will research, source, build, and maintain relationships with all related external vendors such as A/V, catering, hotels and venues, agencies, and more. Moreover, the Events Manager will work with teams across the organization towards the achievement of strategic priorities.

**Key Responsibilities**:
National Chiropractic Convention & Tradeshow (NCT) and other conferences 50%
- Plan and coordinate all aspects of the bi-annual NCT alongside the CEO, EA, Director of Member Experience, Operations and NCT Planning Committee
- Create timelines and a thorough critical path for the entire NCT and events
- Work with the Marketing & Communications team on creating detailed marketing strategies and communications plans for effective event promotion
- Liaise with the Membership teams for platform, registration, and attendee management processes
- Budget & revenue management - In coordination with the CEO Office & Operations, create a detailed budget for the event, provide regular updates on status, and detail recommendations for revenue generation and/or cost savings throughout planning process
- Develop venue and event requests for proposal (RFPs)
- Venue management - Working with hotel and other related venues to finalize contracts and to develop banquet event orders (BEOs), A/V selections, and guestroom blocks/lists
- Speaker management - Primary point of contact for all speakers and presenters; responsible for overseeing submissions, invites, contracts, logístical resources, site coordination of all speakers and presenters
- Exhibitor/sponsor management - Primary point of contact for all exhibitors and sponsors; responsible for drafting and reviewing exhibitor and sponsor logístical details, sponsorship levels, contracts, communications, and invoices
- External vendor management - Research, send RFPs, review contracts
- Working with Human Resources & Operations, assist with volunteer and staff management - Liaise with volunteers and staff, create detailed schedules and event flow documentation
- On-site lead for supervision of all aspects of the event, with support from Executive Leadership Team
- Planning and coordination of supporting social events such as the awards ceremony and gala

Corporate Events (Board meetings/retreats, internal/external stakeholder meetings, team forums, advocacy and government relations meetings, internal staff events.) 25%
- Communications and coordination with team leads on event logistics
- Working with hotels and other related venues to finalize contracts and develop BEOs, quotes for A/V, and guest room lists
- Sending invitations and tracking RSVPs including any special requirements
- Meeting room set-up and onsite execution, including setup of hospitality suite, if any
- Organize and back-end manage virtual meetings using Zoom meetings and tracking of online registrations
- Meeting evaluations and analytics for learning going forward
- Manage charge-backs to stakeholder organizations that attend as required
- Assist the Operations Manager with the planning and execution of all internal employee engagement events such as Executive Leadership retreats, staff retreats, monthly staff meetings, celebrations (anniversaries, birthdays), etc.

Membership Programs & Events 25%
- Assist with Membership programs and various events throughout the year in both virtual and in-person formats
- Work with the planning and execution of CCA Roadshows, a one day travelling in-person chiropractic hands-on technique workshop that occurs in tandem with the CCPA.
- Work with the Manager of Online Learning to support webinars in the CCA’s learning management platform through assisting with tracking registration and offerings, survey builds, run-throughs, technical and online support, and post-webinar reporting
- Assist with promotion of member events
- Other projects as assigned

Qualifications & Re