Responsible for assisting the Director of Membership Meetings in coordinating all meeting and exhibits functions for the TDA Annual Session. Coordinate educational programs for TDA Annual Session. Correspond with speakers, sponsors, exhibitors about meeting information as required to include course information, materials, credentials and more. Assist with meeting arrangements including room set-up, guest lodging, and supporting materials.
Essential Functions Statement(s)
Works with the Director of Membership Meetings to coordinate educational courses and exhibits for the TDA Annual Session.
Contact speakers, obtain course information and send contract and correspondence. Maintain detailed records including course descriptions, handouts, room requirements, recommended audience, permission to audio record AGD codes and evaluations.
Assist in coordinating event orders/function books for hotel, convention center, audio visual company, service contractors and caterer. Provide educational support for speakers including hotel/travel reservations, room requirements and handouts. Order signage and materials as needed.
Prepare information for posting for online registration, the TDA website and TDA publications. Proof and update information as needed.
Assist with the clinician host program. Prepare packets including training, assignments, badges, ribbons, function sheets, announcements and hospitality passes. Maintain records and database for the program.
Assist in creation of marketing tools and prospectus for exhibits. Market exhibiting and sponsorship opportunities through broadcast newsletters and mailings throughout the year.
Send correspondence and registration information. Coordinate on-site requirements, payments and table assignments.
Maintain detailed records including booth assignments, financial records, statistics, and floor plans.
Identify and solicit possible sponsors for speakers and events. Process contracts, payments and confirmations. Update and maintain database and records.
Coordinate proper credit to sponsoring organizations in printed material, on-site events (including signage) and special announcements.
Coordinate entertainment for exhibit hall opening and assist in finding entertainment for Texas Party and VIP Reception. Coordinate on-site first aid, security, and Floor Manager personnel. Responsible for coordinating any photography needed on-site.
Works with the Director of Membership Meetings to coordinate supplies, inventory, and shipping exhibitors to various meeting rooms.
Assist in coordination of move-in/move-out with service contractor, security personnel, first aid, floral needs, signage, exhibitor registration, and entertainment for designated functions. Help coordinate exhibitor registration. Pass out any marketing materials, newsletter, welcome information and/or coordinate with service contractor for delivery.
Education: High school diploma or GED required. Bachelor's Degree preferred.
Experience:Three to five years related experience, including significant exhibit, meeting and or trade show experience required.
Computer Skills: Proficient with Microsoft Office and Adobe. A2Z and EShow experience helpful.
Other Requirements: Excellent business and analytical thinking skills needed to devise and execute sales strategies. Advanced customer service skills required, including the ability to remain calm under pressure and manage stressful situations appropriately. Ability to take ownership of assigned duties and deliver accurate and timely results.
Additional Salary Information: Starting salary $38,000 - negotiable upon experience
The Texas Dental Association (TDA), chartered in 1871, is the third largest state dental association in the United States. Currently, the Association has more than 9,000 members and is comprised of 26 component dental societies grouped into 4 divisions across the state of Texas. The TDA is part of a tripartite affiliation with the American Dental Association as its national representative and its component societies at the local level.