The ESOP Association’s (TEA) Vice President for Conferences and Meetings (VPCM) is the lead staff professional ensuring TEA provides best-in-class national conference and meeting experiences. TEA conferences and meetings strive to return maximum educational content, networking, and value of experience to attendees while also striving to advance the employee ownership movement by introducing employee ownership to prospective companies and professionals.
The VPCM must bring creativity, diligence, a talent for organization, advance plan making, and overall event wizardry to create a WOW factor for our conference attendees while remaining true to TEA’s core missions. This person will strive to conceptualize, design, organize, and successfully execute world-class level national conferences that contribute to the membership value for all classes of TEA members – both corporate and professional. The VPCM is a savvy contract negotiator and maintains a current and thorough understanding of emerging trends and innovations in the national meetings and hospitality industry. An ability to lead teams of specialized professionals, incorporate the ideas of others under a broad conference thematic, anticipate and avoid problems before they happen, and be nimble under pressure are all characteristic of the VPCM.
Oversees all aspects of The ESOP Association’s National conferences and meetings to ensure a positive and professionally rewarding conference experience by conference registrants, presenters, and exhibitors;
Works with TEA’s Professional Advisory Committees to ensure valuable core content as well as fresh session programming and top-quality presenters; ensure learning objectives are met through a curriculum of educational sessions and roundtables that cover topics from foundational level to technical and emerging issues;
Maximizes the opportunity for professionals to earn continuing education credits;
Manages a trade and exhibitor show as part of TEA’s annual Las Vegas conference that attracts professional and services firms, as well as employee-owned companies and firms, to display and promote their goods or services;
Drives decisions and action against deadlines and a calendar;
Works with CEO & COO to formulate annual and conference specific budgets, and manages those budgets to produce income for association activities;
Oversees directly or through department assignment the processing of chapter meeting contracts for CEO signature and facilitates other administrative functions such as hotel deposits, insurance certificates, and other guarantees in fulfillment of these contracts in a timely manner;
In collaboration and coordination with the Chapter Development Officer (CDO), mentor and guide Chapter Program Officers (CPO’s) as they seek to create and execute successful chapter level conferences and events;
Overall, create educational meetings that attendees enjoy, at a reasonable market-aligned price, and which leaves attendees feeling like they want to come again.
Arranges National TEA quarterly governance meeting space, lodging, and activity as required for the Board of Directors of The ESOP Association, the Executive Committee of the Employee Ownership Foundation Board of Trustees (EOF), and the Executive Committee of the State and Regional Chapter Council (SRCC).
Collaborates with CEO and other senior professionals on emerging meeting and conference programming as required.
Assist volunteer advisory committees in their role to provide meeting content; ensure professional credentialing is handled in accordance with the guidelines set forth by their respective accrediting bodies or entities; ensure that all contracts for room blocks, food and beverage, or other services are updated as needed; oversee meeting budgets, monitor and control costs; prepare final post-event report and summary for each national meeting for records and future planning purposes.
Maintain open communication and collaboration with colleagues and other staff on things needed in their areas of responsibility as it relates to meetings and conferences to ensure their successful participation in/at the meeting; communicate with temporary staff their role in the meeting process; liaise with the hotel to ensure all of our expectations for the program are met; liaise with vendors to ensure they meet our needs and have what they need to offer a superior product in a timely and cost effective manner; ensure all supplies and materials required to handle conference and meeting tasks are available in a timely manner; know association rules and regulations and implement them as needed; relay to staff any policy adjustments (association or facility) they may need to make regarding their area.
Special Position Requirements:
The ability to communicate effectively with membership, association staff, and conference facility/hotel/vendor staff; the ability to keep a cool head when things do not go as planned and respond in a nimble fashion to address problems as they arise; knowledge of hotel operations; knowledge of hotel hierarchy; the ability to make decisions quickly with sound judgment and at times with incomplete information.
Travel Requirements: As needed for Association meetings. Primary responsibility for TEA National conferences and events, including the annual Professionals forum in early February, National Conference in May, and Employee Ownership conference and trade show in November. Travel to those events as well as sufficient site-visit or other travel as may be necessary to correctly plan and execute those events in advance.
Typical Event Calendar:
Professionals Forum – A two-day conference, will typically require 3-4 days travel in early February, historically held in New Orleans, LA but a rotational system is under consideration.
National Conference – The Annual National Conference in Washington, DC is the second largest conference of the year attracting approximately 800-850 attendees every May. Associated with this event are three additional activities – Advocacy Day (new in 2020), the Annual Awards for Communications Excellence (AACE) Gala, and a quarterly meeting of the TEA Board of Directors. This conference typically requires a week of on-site preparation at the hotel, inclusive of the days of the conference.
“Employee Owned XXXX: The Conference and Trade Show for ESOPs” – Billed as the most important employee ownership event of the year, this annual Las Vegas based event is the largest conference and show sponsored by TEA. Typically held in mid-November the event incorporates numerous governance meetings, an event for the EOF, as well as three days of conference activities and a concurrent two-day trade show. This event requires 7-9 days on-site for the event and at least one annual site visit.
Annual EOF Board of Trustees Meeting – Typically a two-day meeting in Chicago every September. Does not require on-site attendance and may be managed remotely.
Quarterly Governance Meetings – the TEA BOD meets quarterly, concurrently with the Washington, DC National Conference and the Las Vegas conference, but also once in mid-February and again in mid-August. The VPCM arranges but does not typically attend the February and August meetings. These meetings also tend to include meetings of the SRCC as well as the EOF BOT Executive Committee, resulting in three days of back-to-back meetings at the same venue.
About The ESOP Association
The ESOP Association is the only organization that advocates on behalf of all ESOP companies. Dedicated to education, The ESOP Association attracts more than 10,000 people annually to its 18 chapters and five national meetings—including the Las Vegas Conference & Trade Show, which is the largest ESOP event in the world.