Women in Cable Telecommunications (WICT) develops women leaders who transform our industry.

Serving 10,000 members across the media, WICT is the largest and most renowned organization representing women in the cable arena. Since WICT’s creation in 1979, our mission has been to create women leaders who transform our industry. We accomplish this through highly acclaimed training and development programs designed to develop women at every professional level. In addition, WICT advocates for women in cable by commissioning gender diversity research and sharing proven diversity and inclusion tactics that demonstrate the strong benefits businesses realize with a more gender diverse team.

SUMMARY

The Director of Events delivers seamlessly executed events consisting of over a dozen professional training programs, two conferences and two fundraising events annually. Responsibilities include: 

• Provides full logistical support for programs, conferences and special events
• Leads production of special events with high production quality and within established budgets
• Drives selection and management of vendors and suppliers who will deliver the highest quality experience for the best value
• Monitors budgets and forecasting expenses to ensure events are executed efficiently
• Supports development of event calendars and budgets that allocate resources judiciously throughout the year
• Core competencies include rigor, precision, time management, strategic planning, judgment, analytical thinking, initiative, organizational awareness, communication and follow-up
• Development, management and coaching of Program & Events Coordinator

Typical tasks include event staffing, site selection research, contract negotiations, budget forecasting, timeline management, banquet event orders, photography, entertainment research, audio-visual requirements, signage and invoice reconciliation. The Director of Events works closely with the Program & Events Coordinator and the wider WICT team to ensure event goals are met and to promote awareness of pertinent details, risks, challenges and necessary improvements. The Director of Events travels to onsite locations as required. In addition, this position is responsible for initiating and contributing to event best practices. This position may also act as project manager for department projects and initiatives, and support additional organizational projects as assigned.

 ESSENTIAL JOB FUNCTIONS AND DUTIES

 Necessary Skills

• Solid conceptual, analytical, and problem solving skills with the ability to anticipate challenges and rectify issues efficiently and with diplomacy in a stressful environment.
• Ability to manage complex meetings and events with accuracy and attention to detail.
• Strong organizational skills.
• Exceptional verbal and written skills.
• Strong negotiation skills with a solid understanding of contract terms and conditions, and experience negotiating agreements.
• Ability to develop and maintain effective, positive working relationships with internal and external stakeholders. 

Budgeting

• Support budget development for all events. Identify and recommend potential cost savings and efficiencies.
• Manage budget, monitor and forecast expenses; provide reports at designated checkpoints and as requested.
• Oversee meeting invoice reconciliation; bill payment processing; final reporting and analysis. Record final expense totals in expense tracking worksheets.
• Work with finance and program staff to deliver analyses of event revenue, expenses and organizational ROI. 

Vendor, Venue and Supplier Selection

• Research city and hotel options via phone, Internet, networking, outsource solutions and occasional site visits considering the following requirements: location of hotel, proximity to airport, transportation, facilities and amenities, size and availability of appropriate meeting space, food and beverage costs, meeting and sleeping room rates. Create and distribute RFPs; review and compare proposals; negotiate rates, services, meeting room rental, AV, F&B minimums and concessions; and present options to program staff.
• Conduct vendor/supplier research and selection for meetings and events. Use same criteria as above to make appropriate recommendations to program staff.
• Use solid professional knowledge and skills to negotiate rates and contract terms to obtain cost savings, minimize liability and attrition exposure for the organization. Review contracts to ensure terms and conditions are acceptable and meet organization guidelines. 

Logistical Support for Programs

• Provide full logistical support for a dozen training programs annually.
• Ensure deadlines, program and budgetary goals are met.
• Identify and escalate plan deviations, challenges, risks and concerns to appropriate staff and recommend solutions.
• Establish billing procedures with hotels for direct billing and/or credit card payment.
• Create and direct execution of event signage plan, ensuring fulfillment of sponsor agreements.
• Present options for food and beverage, including detailed budgets.
• Prepare banquet event orders (BEOs) for functions, including set-up, audio visual and food and beverage requirements, taking into account specific needs of speakers and educational content. Review BEOs prior to meetings for accuracy, approve and return to hotel and distribute to staff.
• Coordinate with additional team members to develop and update web content related to event logistics.
• Organize and conduct site inspections, planning meetings and pre-conference meetings with key venue, vendor and organization staff.
• Ensure that hotel and vendor contractual obligations are being met. Advise hotel and organization staff of any issues that may arise with room blocks, food and beverage minimums, or function space, such as changes in date or meeting requirements, additional requests, etc. Respond to inquiries and requests from staff, committee members and event participants.
• Contribute to development or updates of project plans and timelines for internal staff. Schedule team meetings and maintain regular communications and updates with staff.
• Manage and direct creative and production process from design through delivery. Ensure production timeline stays on track and critical decisions are made in a timely manner.
• In collaboration with senior management team, develop staffing plan and schedule, coordinate volunteer schedule, and create onsite staff guidelines and training documentation. Manage hotel and travel arrangements for internal staff and speakers.
• Develop shipping plan and communicate shipping/receiving information to staff and vendors. Inventory materials onsite and direct distribution to appropriate locations.
• Direct onsite operations of events including directing signage placement, ensuring execution of special needs requests, overseeing and monitoring room set ups, ensuring catering and AV requirements are implemented and managing event security.