Assistant Convention Manager

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Job Description

The Convention Manager (CM) and Assistant Convention
Manager (ACM) are authorized by the President and the Board to coordinate and
oversee the planning and implementation of annual conventions of the


Duration of Appointment: Typically a four-year
commitment, a newly appointed Assistant Convention Manager spends two years in
the Assistant position, followed by two years as Convention Manager. Initial
appointment is one year, with reappointment possible up to a total of four
years. MLA seeks an Assistant Convention Manager for the term beginning July 1,


Position Description: The ACM accompanies the CM on site
inspection/hotel negotiation trips and manages all facets of exhibits, signage
and advertising for the convention. The CM oversees all other convention
details and is responsible for onsite management of annual conventions. The CM
serves as liaison among the Program Committee chair, the chair of the Local
Arrangements Committee and its budget officer, the publicity officer, the chair
of the Education Committee (if a pre-conference workshop is being planned), the
Administrative Officer, the Board, the MLA Business Office, and other
affiliated groups planning events in conjunction with MLA’s annual conference.
The CM also works closely with the Development Officer on fundraising for the
meeting.  The CM, in consultation with
Helms-Briscoe, negotiates with hotels for future conventions and signs
contracts (countersigned by the President) to secure accommodations for meeting
and sleeping rooms. The ACM, in consultation with the CM and MLA Business
Office, is responsible for all solicitations and arrangements concerning
exhibitors whose publications, products, and services are displayed at
conventions. The position demands heavy involvement during the two-three months
prior to the annual convention, from early fall when exhibitors/advertisers are
solicited to the final preparation for the exhibits at the annual meeting, and
also in the spring when the Convention Budget is prepared, and.  The CM and ACM will communicate at least
weekly with the MLA Business Office during the registration period.


Specific Duties, Assistant Convention Manager:
solicitation of exhibitors and program advertisers for the annual convention,
maintaining a master list of exhibitors/advertisers, managing the ads for the
conference program, fund- raising among exhibitors, and over-seeing all aspects
of exhibits for the convention. This includes communications/negotiations with
decorating/ drayage firms, security firms, and telephone/internet/electrical
services, and on-site management of the exhibit area during the convention. The
ACM works closely with the CM, consulting whenever necessary to become familiar
with the duties and responsibilities of the position.


Specific Duties, Convention Manager site inspection,
reporting findings/ recommendations to the Board, hotel contract negotiations,
communications with the hotel’s sales staff, coordination of the work of the
Program Committee and Local Arrangements Committee, assigning meeting rooms,
communications with the hotel’s catering/banquet service, the A-V service and
other services as necessary. The CM prepares the convention budget in the
spring, working with the Program Committee and the Local Arrangements
Committee, and, at the discretion of the President, might be invited to
participate in the fall Board meeting in person, or more preferably via Skype.
The CM is responsible for the content of the convention program booklet and its
digital version. The CM has final responsibility for on-site management of all
facets of the convention, reports to the membership at the annual convention on
recent, current, and future annual conventions, and confirms and submits all
bills to the MLA Administrative Officer. In addition, the CM is responsible for
maintaining, revising and updating, and distributing MLA’s Convention Manual.


Qualifications: Five years experience as a music
librarian; membership in the Music Library Association, with good understanding
of its organizational and annual convention structure; administrative
experience with good organizational and management skills; ability to set and
meet deadlines; budgeting experience; effective communication skills in person,
on the phone and in writing; availability for business trips of 2–3 days
duration 3–5 times per year; availability to attend all annual conventions for
a full week; good computer skills including word processing software and
spreadsheet management, knowledge of data bases, mail-merge programs, and apps,
like Guidebook, along with access to a high quality printer, modem, fax
machine, and electronic mail.


Benefits: The CM and ACM receive support for expenses
required to carry out the responsibilities of the position (travel, telephone,
postage, etc.) and honoraria. The  Board
of Directors determines honoraria annually.

How to Apply

Deadline for applications is 20 January 2014.  Send application, along with resume and contact information for 3 references to search committee chair Ruthann McTyre via e-mail at Ruthann.mctyre@yale edu.  Interviews will take place at the annual meeting in Atlanta.

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