Karla M. Ortiz

• Reported and acted as main support to owner, handling office management and administrative tasks
• Managed logistics of events planning, event booking, and event promotions.
• Drafted and negotiated contracts with event producers, securing exclusive vending participation and licensing of event merchandise.
• Created detailed timelines and budgets for events to meet all deadlines.
• Implemented contingency plans to address last-minute changes or unforeseen events.
• Collaborated in development of online store and wholesale store, and handled all customer service.
• Invoiced and collected payments from event vendors and wholesale customers.
• Documented and distributed meeting notes to identify, analyze, and improve workflows.
• Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
• Coordinated travel arrangements by booking airfare, hotel, and ground transportation.
• Handled confidential and sensitive information with discretion and tact.

• Managed start-to-finish production and execution of all conferences and other events in alignment with association’s goals and objectives
• Provided leadership, training, and support to other event professionals
• Identified and recommended efficient and innovative meeting strategies to improve attendee satisfaction, increase revenue, and decrease expenses
• Worked with Executive Director and Conference Chairman on content development and scheduling speakers
• Created and managed sponsorship, exhibit, and advertisement opportunities to increase revenue
• Worked in partnership with other staff members to plan and implement marketing strategies
• Coordinated logistics of association’s participation as exhibitor in trade shows and managed booth
• Implemented protocols and procedures to effectively manage planning process
• Monitored and controlled event expenditures to meet budgets
• Developed detailed event reports, documenting all aspects of each event
• Coordinated travel and accommodations for staff and event attendees
• Researched and identified new venues, vendors, and suppliers to obtain competitive pricing
• Analyzed event costs to identify areas of improvement and cost savings

Accomplishments:

• Designed organizational structure and training of events department
• Developed eight new event launches in 2007 and European Trade Mission in 2009
• Developed aConference Committee to assist with content development efforts