Vanessa Cartagena
Stafford,VA
Summary
Seasoned Exhibits & Sponsorship Manager from AAMVA, adept in strategic planning and project management, with a proven track record of surpassing revenue and fundraising goals. Expertly leverages communication and creative thinking skills to deliver exceptional event experiences and cultivate strong customer relationships.
Overview
7
7
years of professional experience
Work History
Exhibits & Sponsorship Manager
Association of Motor Vehicle Administrators (AAMVA)
12.2021 - Current
- Started this role as a Meetings Manager, then transitioned to the Exhibits & Sponsorship Manager role due to my desire to drive the association to a successful direction for exhibits and sponsorships.
- Collaborated and developed a new sponsorship-level strategy to achieve a higher revenue of over $700, 000 in sales for the association's fiscal year.
- Developed New Sponsorship offerings for multiple conferences in 2024 and surpassed 102% of anticipated revenue goals
- Conduct site visits at all conference locations to determine branding/marketing opportunities to drive more sponsorship revenue
- Successfully brought in $20,000 more in revenue at each show with the offered opportunities in 2024.
- Ensure 500 association industry members are appreciated and valued as partners of the organization through meetings and check-ins throughout the year.
- Conduct meetings with association's stakeholders to ensure all parties are satisfied with the upcoming sponsorship and exhibition opportunities offered at each conference.
- Develop all exhibitor kit manuals to include all information regarding, registration, shipping/handling, furniture, electrical, and on-site services are included to ensure exhibitors have a successful experience.
- Successfully navigate challenging spaces through creative planning to ensure great attendee/exhibitor interaction at all exhibiting conferences.
- Create timelines/checklists for all exhibitors and sponsors to ensure they are fully prepared to have a great show experience.
- Successfully implemented fundraising activities at 3 major conferences yearly, in 2024 charity funds reached over expected amount.
- Developed comprehensive post-campaign surveys for gathering feedback from sponsors and exhibitors.
- Work collectively with our show general service contractor to ensure we are fully servicing our exhibitors effectively.
- Assists Meeting Managers on-site when appropriate.
Meetings & Events Planner
America's Essential Hospitals
01.2020 - 11.2021
- Managed a variety of advocacy and educational events/meetings ranging from 10 - 300 attendees in-person and virtual
- Worked closely with the association's contracts personnel on assigned meetings to ensure all RFP requirements were met
- Assigned staff roles and responsibilities through a developed management plan for all appointed events
- Conducted event planning meetings, event staff briefings, and event evaluation meetings
- Assisted with proofing program agendas and the development of scripts
- Determined audio/visual, lighting and décor needs for events by contracting with cost-effective quality outside vendors
- Created and updated planning and onsite documents, such as run-of-show, education schedule changes, and moderator scripts
- Tracked and provided metrics for senior leadership reports with recommendations to ensure registration goals were met for events and webinars
- Effectively managed and mentored staff on the webinar process and lead the transition from our old webinar platform to Zoomwebinar through research, creation of SOPs, and walkthrough trainings with appropriate staff
- Led the association's webinar program that included weekly webinars with a ranging audience of 10 - 200 attendees
- Successfully planned and executed 5 Virtual Conferences with a variety of virtual online platforms, the first the association has ever experienced
- Managed events ranging from 5 - 30,000 people with a team of 5 other meeting managers
Meetings Coordinator
Association Of The United States Army
08.2017 - 12.2019
Education
BBA - Hospitality Management
Marymount University
Arlington, VASkills
- Excellent Communication
- Customer Relationship Management
- Detail-Oriented
- Creative Thinking
- Expert in a variety of AMS
- Expert in all Microsoft Office Programs
- Expert in Adobe Applications
Timeline
Exhibits & Sponsorship Manager
Association of Motor Vehicle Administrators (AAMVA)
12.2021 - Current
Meetings & Events Planner
America's Essential Hospitals
01.2020 - 11.2021
Meetings Coordinator
Association Of The United States Army
08.2017 - 12.2019
BBA - Hospitality Management
Marymount University
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