Conventions and Event Services Manager

We are seeking a detail-oriented and highly organized Conventions and Event Services Manager to lead planning, execution, and logistical strategy for events at the American Guild of Organists (AGO). In this role, you will be responsible for orchestrating memorable physical events that hit revenue goals while delivering an exceptional experience for attendees. The ideal candidate thrives in a small, high-performing association environment, enjoys interfacing closely with passionate members and volunteers, and possesses the logistics mastery required to see complex events from conception to execution. Unlike event planning in conventional corporate environments, the successful candidate must be comfortable navigating highly specialized physical and artistic variables. This includes coordinating complex transit logistics (e.g., routing 150 to 2,000 attendees across multiple off-site venues), facilitating instrument transport, and managing the unique nuances of pipe organ and choral performances. In addition to convention work, the successful candidate will also work on making sleeping and meeting room requests for governing body meetings who oversee the AGO, volunteer committees when meeting in person, and a fundraising Gala. Core Responsibilities Project Management & Strategy: Oversee all event phases for National and Regional Conventions, including initial timeline development, vendor sourcing, day-of execution, and post-event wrap-up. Budget Tracking: Manage event budgets closely, track expenses, handle invoicing, and look for cost-saving opportunities without compromising quality. Volunteer Committee Collaboration: Act as the primary staff liaison to volunteer-led Artistic Advisory Committees. While technical pipe organ expertise is not required, the manager must possess exceptional diplomatic communication skills to guide volunteers in identifying performers, selecting venues, and coordinating programming. Hotel & Venue Procurement: Issue RFPs, source bids, and negotiate high-stakes contracts for hotel room blocks, meeting spaces, food and beverage, and convention centers. Logistics & On-Site Operations: Coordinate event flow, registration pipelines, staffing schedules, and specialized transportation logistics. Manage relationships with caterers, decorators, and production crews. Broadcast & Recording Coordination: Partner with videography and production teams to execute hybrid event streaming. Assist with securing recording permissions and rights from performing artists. Governance & Gala Support: Manage housing, meeting room requests, and logistics for AGO governing body meetings, in-person volunteer committee sessions, and the annual fundraising Gala. Cross-Functional Marketing: Collaborate with the Marketing/Communications team to drive event registration, coordinate attendee communications, and publish schedule materials within The American Organist (TAO) magazine. Crisis Management: Serve as the primary on-site point of contact to resolve operational issues or emergencies quickly and professionally. Qualifications & Skills Education: Bachelor’s degree from a regionally accredited college or university required. Experience: 3–5+ years of comprehensive meeting or event planning experience, with a proven track record of managing events exceeding 1,000 attendees. Experience within an arts non-profit, religious institution, or academic association is highly preferred. Certifications: Certified Meeting Professional (CMP) designation is a significant plus. Technical Proficiency: High proficiency in event technology ecosystems, including Cvent (registration and housing), mobile event apps, and virtual platforms (Zoom). Familiarity with iMIS or similar member databases is preferred. Attributes: Exceptional project management skills and a diplomatic communication style tailored for working with volunteer leadership. Travel Requirements: Ability to travel nationally for site inspections and multi-day convention execut…

View the full posting and apply