Stephanie D. Williams
Meeting Manager
Atlanta,GA
Summary
Senior Meeting and Event Manager with an extensive background in planning, including trade shows, international meetings, corporate retreats, company outings, conferences, and fundraisers. Seeking an opportunity to partner with a diverse organization and contribute across multiple teams and departments.
Overview
23
23
years of professional experience
Work History
Independent Meeting Manager
Event Logistics & Consulting
07.2020 - Current
- Key responsibilities include logistical planning and comprehensive oversight of high-level events and meetings
- Manage event/meeting assets with production team; pre and post management, run of show, script supervision, rehearsal scheduling, and leadership
- Coordinate with other team members on logistics, venue selections and booking, catering services, entertainment/speakers bureau, equipment rentals, and other essential components of an event
- Managing vendors and contractors to ensure they meet contractual obligations and deliver quality service and products
- Coordinate weekly client meetings to discuss event development details, objectives, and potential issues
- Manage onsite staff members who are responsible for day-to-day operations such as set up, breakdown, catering, and security
- Manage Global incentive programs and destination management
- Trade Show management including booth designs, panel discussion and gamification; sponsorship and presentation management
- Project Management, marketing, product branding,event design, project management - timelines, data collection for reports
- Budget administration; negotiated complex vendor contracts for hotel, transportation, entertainment, audio-visual and catering needs.
- Trained and supervised event staff to complete tasks on time.
- Managed administrative logistics of events planning, event booking, and event promotions.
- Supported senior leadership by developing status reports on activities related to planning, scheduling, cancellation, inquiries, resourcing, risk mitigation, and proposal development for various events.
- Manage event registration process by collecting, tracking attendee information, and reporting
- Coordinated air and ground travel, parking and accommodations for event attendees.
- Researched and identified new vendors and suppliers to obtain competitive pricing.
- Developed and distributed event surveys to gather feedback and assess event success.
Meeting Events Manager
Forum For Theological Exploration
05.2018 - 07.2020
- Manage all meetings & events including venue research, RFP management, contract negotiations, budget management, VIP management, menu planning, event production & design, air and ground transportation management, housing management, and audio-visual contracts
- Plan meetings, establish meeting objectives, schedule meetings, budget expenses, inspect meeting sites, negotiate with suppliers
- Coordinating with other staff members on logistics such as venue selection and booking, catering services, entertainment, equipment rentals, and other essential components of an event
- Coordinating with external vendors to ensure that all services are delivered as promised
- Develop event documents and meeting content specifications to include budget outline, project timeline, event resume, catering guideline and run of show document
- Developed guidelines for proposals and contract negotiations
- Managed and designed content for forums that welcomed all attendees of the Theology community
- Saved $134,000 in contract negotiation and concessions
- Track analytics and reported ROI results to stakeholders
Meeting Manager
Greater Business Council
07.2016 - 11.2017
- Produce event scripts and video productions, PowerPoint presentations, Run of Show and Event Resume, event presentation videos, show production and event survey for ROI data
- Design, manage and execute all event logistics including contract negotiations, event calendar development, registration processes, housing, ground transportation, live entertainment, destination/venue site selection, speaker management and supplier diversity networking events and sponsorship management
- Develops a project plan for execution based upon the final negotiated contract with an external partner
- Plan meetings, establish meeting objectives, schedule meetings, budget expenses, inspect meeting sites, negotiate with suppliers
- Board of Directors management, Events Volunteer Committee management, Awards Volunteer Committee management, supplier diversity product and services trade shows, third party and vendor management and production/ technical team management
- Designed panel discussions to implement diversity and inclusion strategies for female entrepreneurs within communities
- Managed speakers bureau and assembled diverse speakers to implement strategies and elevating marginalized voices within the workforce
- Manage public relations contractors and graphic design vendors for event marketing, media coverage and social media campaigns
- Increased attendance 20%; Events included conferences, golf tournaments, awards luncheon, awards gala and networking events.
Global Meeting Manager
ADTRAV Travel Management
11.2015 - 04.2016
- Managed domestic and international meetings for pharmaceutical companies and government agencies
- Generated revenue through solicitation of new clients; new business development and sponsorship
- Event strategist for medical congresses
- Clients included Fresenius Medical and Alkermes Global Biopharmaceutical Company medical congress strategy
Meetings, Awards and Promotions Representative
Allstate Insurance Company
05.2004 - 11.2015
- Designed all aspects of C-Level meeting management, including communication and budget administration
- Design marketing materials, building registration processes and databases, providing on-site management for assigned meetings and sales onboarding
- Managed National and International site inspections
- Negotiated facility contracts/purchase terms, facility resumes, banquet event orders, audio/visual proposals, banquet checks and invoices, reservation management
- Speakers Bureau management, event registration and Cvent website management
- Manage RFP and proposal life cycle from end-to-end; meeting and event specifications
- Successfully planned, promoted and executed 56 meetings, events and sales incentives per year, ranging from 250 to 1500 attendees
- Managed $260,000 annual new agent education budget: $2.1 million meeting and event annual budget administration
Meeting Coordinator
American Heart Association
01.2000 - 05.2004
- Coordinated medical committee meetings, community fundraising events, solicited corporate sponsorship and matching gift donations to reach financial targets
- Ensure efficient data entry for donors and major gifts
- Reconstructed the Peer Visitor Program for Stroke survivors and family caregivers
- Increased support group membership from less than 10 part-time members to 35 full time members
- CPR instructor for community classes throughout Metro Atlanta.
Education
CERTIFICATE Advanced Event Design & Strategy -
Leadership Institute
2022
Bachelor of Science - Business Organization
Covenant College
Lookout Mountain, GA2010
Skills
- SOFTWARE SKILLS
- Microsoft Office, Cvent, Attendify, Asana, Smartsheet, Slack, Concur
- MURAL, Teachable, Squarespace, Zapier, ConvertKit CRM, Canva Graphic Design,
- Bevy, ON24, Hopin, ZOOM, Slack, Shoflo,
Additional Information
- Southeast Region Contributor Award, 2009
- Southeast Regional Innovator Award, 2006
Timeline
Independent Meeting Manager
Event Logistics & Consulting
07.2020 - Current
Meeting Events Manager
Forum For Theological Exploration
05.2018 - 07.2020
Meeting Manager
Greater Business Council
07.2016 - 11.2017
Global Meeting Manager
ADTRAV Travel Management
11.2015 - 04.2016
Meetings, Awards and Promotions Representative
Allstate Insurance Company
05.2004 - 11.2015
Meeting Coordinator
American Heart Association
01.2000 - 05.2004
CERTIFICATE Advanced Event Design & Strategy -
Leadership Institute
Bachelor of Science - Business Organization
Covenant College
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