Senior Manager, Meetings and Special Events

Title: Senior Manager, Meetings and Special Events Department: IAAPA ESA Reports To: IAAPA ESA Vice President and Executive Director Direct Reports: Education and Events Associate

Location:
IAAPA ESA Brussels Office, Belgium About IAAPA IAAPA is the global association for the attractions industry. Our purpose is to bring the global attractions family together and our mission is to inspire, grow, and protect the industry through member connections. IAAPA represents the diverse and ever-changing attractions industry. For over a century, IAAPA has connected companies of all sizes and people of all levels to provide meaningful experiences for their guests around the world. IAAPA hosts global events and conferences that provide a showcase for innovation, support trade, and facilitate the sharing of best practices. We also provide valuable tools and resources that make member businesses smarter, safer, and more profitable while delivering guest experiences that delight and provide memories that last a lifetime. Founded in 1918, IAAPA represents leading industry attractions; manufacturers, suppliers, and consultants; and individual members from more than 100 countries. Members own and operate a variety of location-based entertainment venues and attractions including amusement parks, theme parks, attractions, water parks, resorts, family entertainment centers, zoos, aquariums, science centers, museums, cruise lines, and cultural and natural attractions. Opportunity Overview: We are seeking for a meetings and events professional whose primarily focus will be the organisation of events, conferences and meetings for IAAPA Expo Europe and other regional events in the ESA region. The successful candidate will have demonstrated the ability to organize and prioritize multiple projects at the same time, paying meticulous attention to complex details while meeting deadlines and performing well under pressure. A strong understanding of the importance of customer service and the ability to provide superior service is essential. We are looking for someone who is a self-starter, with the motivation and strong work ethic required to work autonomously with minimal supervision. This person thrives in a team environment and can manage large volumes of work within tight deadlines. Flexibility is essential as the role requires working as part of a small team and the willingness to travel throughout the region. The candidate also has management skills and is able to mentor and coach the Education and Events Associate who is partially reporting to this person.

We offer
an attractive salary package with a range of benefits. Our organization provides excellent opportunities for learning and development in an international work environment, along with a flexible work regime that includes an optional hybrid format. Essential Duties &

Responsibilities:
• Oversee, plan, and execute IAAPA ESA’s meetings and events, including IAAPA Expo Europe, consistent with IAAPA’s standards as a world-class exhibition and event producer for the amusement park and attractions industry
• Budget management for all events, including forecasting and quarterly P&L updates. Development and keeping track of individual event budgets.
• Lead IAAPA ESA team meetings with stakeholders involved in all events, focusing on the full development and quality control of all events
• Leading and further develop the Events and Education Associate, including goal setting, workload planning, and performance management
• Lead the RFP process for meetings and event locations by evaluating proposals, negotiating contracts, and selecting facilities in conjunction with IAAPA leadership team.
• Serve as primary point of contact and IAAPA representative for vendors including but not limited to hotels, housing bureau, travel agencies, convention centers, transportation operators, DMCs, tour groups, AV and technology service providers, entertainment, and general service contractors
• Develop and maintain the annual events calendar and strategic event plan, ensuring alignment with IAAPA ESA’s overall objectives, member needs, and business priorities
• Conduct post-event reconciliation, including final invoices, vendor settlements, budget reconciliation, room-block performance, and event debriefs
• Liaison with other IAAPA departments to provide meetings services as assigned
- to include committee meetings, networking events and education seminars
• Oversee meeting registration for events
• Establish and manage room blocks and provide reports to senior management on utilization, working to minimize financial obligations (such as attrition, F&B minimums, and cancellation penalties)
• Preparation and distribution of function sheets/books, meeting specs and sign orders
• Coordinate room layouts (seating charts) and stage sets for optimal capacity and usage
• Onsite event management (room sets, AV and signage placement, F&B consumption, entertainment, décor, transportation)
• Collaborates and works closely with the Marketing, Communications, and Sponsorship departments on event positioning, promotional strategy, sponsorship opportunities and deliverables, timelines, content, attendee communications, and campaigns
• Collaborates and works closely with the Education team to ensure clear and timely communication, coordination, and alignment across all aspects of event planning and execution, including the development of event agendas, integration of educational programs, coordination of speakers and moderators, scheduling, room requirements, and other logistical and operational needs
• Support other expos as needed

Qualifications:
• Degree in event management, hospitality, or equivalent experience
• Proficiency in Microsoft Office. Fonteva and events software knowledge preferred but not required.
• 5-10 years experience in meetings and special events management, preferably in non-profit (trade association); international experience preferred.
• Professional demeanor
• Must be extremely detail-oriented and able to balance several projects at once
• Keen ability to prioritize, meet strict deadlines, and make productive use of time under pressure
• Ability to anticipate problems and opportunities and the initiative to follow through quickly and independently
• Excellent oral and written communication skills in English and preferably one more major European language.
• Self-starter and ability to work with a team as well as by oneself with little supervision
• Must be able to adapt to all personality types and variety of subject matter
• Travel and flexibility required
• Ability to work weekends and after hours during busy periods
• Physical requirement include ability to travel, walk and stand for long period of time, stoop, drive and willingness to perform manual labor specific to job (i.e. packing boxes, carrying signage, hail taxicabs, move tables and chairs etc.) What’s in for you?
• An attractive salary package that supports your role and responsibilities
• Additional benefits such as hospitalization insurance, pension scheme insurance, meal vouchers, teleworking net allowance, bonus eligible, reimbursement of public transportation
• Flexible work regime: minimum 3 days at our trendy & cozy office in Brussels – the other days you can work from home or at the office
• Good opportunities to learn and develop while working in an international work environment where we celebrate team wins & support a collaborative mindset to the fullest