The Florida Optometric Association (FOA) is a nonprofit organization dedicated to promoting the eye health and vision care of Floridians through the practice of optometry. Our membership includes more than 1900 optometrists across the state. The mission of the FOA is to advance and promote the quality, availability, and accessibility of primary eye care and related health care of Florida's citizens; to represent the profession of optometry; to enhance and promote the independent and ethical decision-making of its members; and to assist and enable optometric physicians to practice their profession so as to ensure the highest standards of patient care.
The Events Coordinator is responsible for selling and managing all exhibitor opportunities, assisting with ensuring sponsorship deliverables are met, planning the FOA Convention as well as planning other FOA events. The position maintains contact with members, prospective members, board of trustees, local society leadership, convention committee, industry relations committee, education committee, FOSA President, event attendees, exhibitors and sponsors, allied organizations (AOA and SECO), CE reporting entities and the public concerning various requests and programs.
Duties
Serve as primary event planner for FOA Convention and assist with planning of other events as needed
Manage convention task list
Sell exhibitor opportunities for FOA events to include monitoring of billing and collections and creation of reports
Assist with event sourcing - venue research, submission of RFPs, management of proposals
Participate in contract negotiations with properties
Exhibit hall layout and booth assignments
Serve as staff liaison to convention planning committee
Travel as needed to the FOA Convention, convention pre-planning meetings and SECO
Arrange hotel accommodations for FOA Board of Trustees and Industry Relations team
Monitor room pickup and make VIP housing arrangements for convention
Assist with convention marketing to include email communications, postcard mailings, flyers, Insight magazine content and social media marketing while maintaining branding/theme
Work with convention hotelier to plan the convention including the submission of event setup requirements and food and beverage needs (BEOs)
Research and work with vendors such as hoteliers, printers, awards, apparel, expo services, destination management companies, security service providers, photographers, videographers, AV, entertainment, etc.
Ensure adherence to convention budget
Make sure hotel and FOA meet venue contract requirements – room pickup, concessions, deposits, etc.
Review events billing along with the Executive Director
Make arrangements for Board of Trustees dinners in proximity to destination venue
Create and distribute convention reports as needed
Work with FOSA President to coordinate student volunteers for the FOA Convention
Assist with creating events in YourMembership.com and making event-related website updates as needed
Additional duties as assigned based on current operational needs
Software Skills
Required: Proficient in Word, Excel, PowerPoint
A Plus: Intermediate knowledge of Adobe Acrobat DC, YourMembership.com AMS or other AMS, Canva
Additional Qualifications
Bachelor’s Degree
The ability to adapt quickly to new software and changing priorities
Dedication to providing exceptional customer service
Can-do attitude, willing to roll up your sleeves and get the job done
Detail-oriented
Exceptional work ethic
Ability to prioritize competing demands
Flexible, we are a small-staff team environment where we wear multiple “hats”
Benefits
100% Employer Premium paid Health, Dental and Vision Insurance for Employee
401k with 4% employer match available after 1 year
2 Weeks’ Paid Vacation
9 Paid Holidays
**Please include a cover letter in your submission.**
The Florida Optometric Association (FOA) is a nonprofit organization dedicated to promoting the eye health and vision care of Floridians through the practice of optometry. Our membership includes more than 1900 optometrists across the state. The mission of the FOA is to advance and promote the quality, availability, and accessibility of primary eye care and related health care of Florida's citizens; to represent the profession of optometry; to enhance and promote the independent and ethical decision-making of its members; and to assist and enable optometric physicians to practice their profession so as to ensure the highest standards of patient care.