Nature of the Position: Supports the Programs Department and provides logistical support to plan, coordinate, and execute all ASLA onsite and offsite meetings/events (including virtual events), including the ASLA Conference on Landscape Architecture, LA Bash Conference (student-led), Governance meetings, Council of Fellows meetings, Landscape Architectural Accreditation Board meetings, and other onsite meetings/ events at the ASLA Center.

Responsibilities

In collaboration with the senior manager, develops event plans, timelines, and budgets for the varying components of the annual ASLA Conference and LA Bash Conference including, but not limited to, hotel room block management, staging guide development, convention center logistics planning, supplier RFPs and vendor selection, signage and supply orders, shipping, transportation, and planning special celebratory events.

In collaboration with the professional development senior manager and conference vendors, manages the logistical arrangements for annual conference field sessions, including transportation, off-site venue selection, supplier contracts, and food & beverage (F&B).

In collaboration with the professional development senior manager and conference vendors, manages the logistical arrangements for annual conference education sessions, including audio/visual and room set up.

In collaboration with the education director and conference vendors, manages the logistical arrangements for LA Bash Conference education sessions, including audio/visual and room set up.

Organizes the logistics for all in-house meetings and events to include catering, audio/visual, and room set up; and works with the office team to ensure that the ASLA Center is equipped with the appropriate supplies to support all in-house meetings.

Solicits proposals from hotels and event venues, as well as supplier proposals for audio/visual, staffing, transportation, and F&B.

Develops meeting specifications and provides onsite set-up and support for conferences and selected meetings/events.

Works with representatives from external organizations that rent space at the ASLA Center. Manages the logistics for all external groups utilizing ASLA meeting and event spaces to ensure all event logistics are effectively managed.

Serves as the project manager for virtual events, as needed. Coordinates the logistics with internal department leaders for their virtual events. Assists with registration, attendee management, and event promotion.

Reconciles all meeting and event invoices and helps track meeting expenses. Supports the senior manager in the administration of ASLA meetings and other duties as assigned.

Upholds ASLA’s values and culture. Adheres to the ASLA policy on Standards and Conduct and all other administrative and management policies.

Performs other related duties as assigned.

Qualifications

BA degree; or equivalent training and experience. Certification in meeting planning preferred.

Minimum five (5) years’ experience in association/nonprofit meeting planning required. Exposition planning, customer service, hospitality experience, and/or marketing experience, required.

Willing to travel at least twice a year for onsite inspection (early spring - 2 to 3 days) and annual conference (up to 9 days).

Proficiency in verbal, written, and interpersonal communication.

Excellent organizational skills, good judgment, and attention to detail.

Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.

Microsoft Office computer applications; experience with project management tools (e.g., Cadium, Airtable Basecamp), digital marketing platforms (e.g.; Hubspot), Adobe Creative Suite, and basic html programming helpful.

This position is based in Washington, D.C., with a hybrid option with a set in-office schedule of two days a week. During conference planning and other busy times, more days in the office may be required at the manager’s discretion.

Flexible work from home options available.