Events and Chapter Services Manager

Salary Range:$55,000.00 To $60,000.00 Annually

Position: Events and Chapter Services Manager

Hours: Monday – Friday; Occasional weekends and evenings; travel required

Department: Events and Membership

Location: San Antonio, TX; in office required

Who We Are

https://ttha.com/ https://safariclub.org/

Texas Trophy Hunters Association (TTHA) is the “Voice of Texas Hunting” and strives to unite all segments of the hunting community to promote, protect, and preserve Texas’ wildlife resources and hunting heritage for our future generations. For over 45 years TTHA has protected and preserved Texas’ wildlife resources for our future generations. TTHA continues to stand stronger than ever as a leader in the Texas outdoor community committed to provide education and entertainment for its members and supporters.

Over the years TTHA has earned the reputation for being the most prestigious and respected deer hunting organization in Texas and, today, this reputation is known beyond state lines. Head-quartered in San Antonio, Texas, TTHA focuses on providing the hunting and outdoor community with resources and education for not only deer hunting, but for all Texas hunting. As a member-based organization, TTHA offers a bi-monthly publication, The Journal of the Texas Trophy Hunters and our annual consumer shows, the Hunters Extravaganzas. Travel is required to trade shows and any events to increase membership growth. TTHA is a division of Safari Club International.

All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have some existing knowledge of TTHA’s current programs and mission and be passionate about hunter’s rights.

Summary

The Events and Chapter Services Manager’s position is responsible for the planning and implementation of assigned events from start to finish along with growing TTHA chapters and providing service and support to the current TTHA college chapters. This position listens to exhibitors and converts them into sponsors or additional sales for other departments. This position works closely with the Assistant Manager of events and determines the scope, potential exhibitors, potential audience, design and coordination of all marketing with the Marketing Manager. This position will also work closely with the Membership Manager regarding chapter growth. The primary responsibility of the Manager is the overall management and strategic growth of all events and chapters.

Responsibilities

Events Duties:

• Researching strategic opportunities to grow attendee and exhibitor base.
• Solicits RFP's and negotiates contracts for hotel and meeting facilities and services.
• Oversees the planning and logistics involved with tradeshow floor, sessions, meeting room, and hotel requirements, food, and beverage orders, etc.
• Oversees the planning and logistics involved with speaker selection.
• Selection, coordination, and oversight of all conference vendors including attendee registration, exhibitor sales, exhibit design, AV, etc.
• Negotiates and supervises contracts with venues, vendors, sponsors, decorators and exhibitors.
• Responsible for management of the department budget.
• Conducts billing reviews and approvals for travel expenses.
• Secures floor plans from decorator and obtains approvals from local fire marshals.
• Manages intake, tracking and reporting of exhibitor booth sales, assignment and invoicing via database.
• Assigns appropriate badges and VIP passes for each show.
• Onsite exhibitor management: booth assignment; collection of outstanding fees, problem-solving, etc.
• Secures and makes arrangements for exhibitor VIP area.
• Prepares updated show brochures following shows and sends to exhibitors and vendors requesting information via email or by phone.
• Advertising efforts related to shows, for the Journals prior to the event (May/June, July/August issues.)
• Develops layout (with Art Department) for each show Program.
• Facilitates Ad creation together with the Marketing Manager for show commercial.
• Responsible for the coordination facilitation of charity events.
• Other duties as assigned.

Chapter Services Duties:

• Responsible for chapter chartering of each chapter.
• Responsible for the growth of TTHA College Chapters.
• Responsible for creating a model to generate revenue for TTHA with regional chapters in the state of Texas. Starting no less than 2 new chapters each fiscal year.
• Responsible for working with all chapters regarding IP licensing.
• Serves as the primary liaison between headquarters and chapters, keeps chapters informed about important issues and educates the chapter network on TTHA’s mission and needs. Sends updates containing TTHA related business, project information or other chapter management topics, monitors Chapter compliance per the TTHA and by-laws, and collects an annual report from each Chapter.
• Uses program to monitor, track, and report on chapter compliance with annual reports, and all other chapter requirements. Uses this data to track efforts to maintain positive chapter compliance within the region.
• In coordination with the Membership Manager: Develops, promotes and implements new and existing Chapter Service programs. Develops vision, curriculum, and facilitates training. Ensures Training Seminars are taught effectively and timely. Prepares training agenda and suggested materials for Training Seminars and reports the outcome to direct supervisor to include, chapter involvement, etc.
• Attends chapter banquets, and fundraising events. Assists with planning and set-up, sells memberships, addresses the audience, sells raffle tickets, works games and auctions. Evaluates the success of the event and offers suggestions for improvement and reports results to direct supervisor and chapter president.
• Monitors and actively seeks other chapter-based organizations ideas for positive chapter involvement, recruitment, and retention. Responsible for mentoring new chapters. Coordinates expectations and provides information to all new chapters.
• Communicates with chapters on a regular basis, at minimum quarterly, to maintain a healthy chapter in compliance.
• Perform other related duties as assigned. Attends meetings and events, including the annual convention as appropriate.

Qualifications

• The position requires a bachelor’s degree in marketing, business management, or a related field and 5 to 10 years of related experience.
• Experience in the outdoor/hunting industry preferred.
• Valid driver’s license with ability to be insurable on TTHA policy.
• Proficient with Microsoft Office Suite software, to include OneDrive, SharePoint, Teams with an ability to become familiar with SCI-specific programs and software.
• Demonstrated excellence in verbal and written communication skills, interpersonal and customer service skills, organizational skills and attention to detail.
• Ability to communicate with a variety of stakeholders, and the ability to respond to needs in a tactful and strategic manner.
• Strong analytical and problem-solving skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to adapt to the needs of the organization and employees.
• Ability to work independently, remote from the headquarters location, while maintaining a high level of productivity and contact with his/her supervisor and coworkers.
• Ability to build relationships with legislative and regulatory decision makers, associations and other people who have influence over policy makers.
• Must be well versed in the creation and execution of conference marketing plans that encompass print, electronic, web-based promotion and bartered marketing agreements.
• Position requires a minimum of 5 to 10 years’ meetings experience.
• Experience overseeing shows of 10,000 – 15,000 attendees and 550+ exhibitors.
• Strong interpersonal skills and the ability to build effective relationships.
• Strong organizational and project management skills required, as well as the ability to take initiative and work independently in a team environment.

TTHA is an Equal Opportunity Employer.

Benefits

TTHA and Safari Club International offer a full benefits package. Please go to our careers page to view our Benefit Summary: https://safariclub.org/careers/