HSCF Convention & Events Manager
8 days ago
Houston
Job Description Summary The Convention & Events Manager is responsible for planning, managing, and executing all aspects of the Houston Safari Club Foundation’s (HSCF) annual convention and year-round member events. This position plays a critical role in ensuring high-quality experiences for members, sponsors, exhibitors, and guests through oversight of logistics, vendor relationships, budgets, timelines, and on-site execution. Candidates must have proven hands-on experience successfully planning and executing large-scale consumer trade shows, including working directly with exhibitors and vendors. Experience administering CRM and AMS systems—including data management, reporting, and the creation of registration forms and related documents—is essential. This position reports to the Executive Director and requires strong leadership, exceptional organizational skills, and a strategic, results-driven approach to event planning. Primary Responsibilities Annual Convention Management • Lead the complete planning and execution of HSCF’s annual multi-day consumer convention., • Manage exhibitor relationships, booth assignments, floorplan layouts, and communications., • Oversee all venue, vendor, and service provider coordination (e.g., AV, security, staging, catering)., • Handle all logistics, including registration, materials, signage, name tags, invoicing, and post-show wrap-up., • Manage banquets, auctions, and presentations in coordination with staff and committee chairs., • Book and coordinate all speakers and entertainment., • Collaborate with board members and event chairs when planning & executing member events and convention activities., • Ensure accuracy and continuous maintenance of the exhibitor and sponsor database., • Plan and manage all member events, including networking socials, luncheons, and educational sessions., • Execute all event logistics: venue, F&B, staffing, registration, and on-site management., • Coordinate volunteer and staff involvement., • Support member engagement and retention goals through events., • Maintain and analyze event data and participation metrics., • Assist in development and management of event budgets., • Negotiate and manage vendor contracts and deliverables., • Maintain detailed event timelines and production schedules., • Provide high-level oversight to ensure seamless event execution., • Manage and direct staff and volunteers to meet deadlines and responsibilities., • Administer and update HSCF’s CRM/AMS system for all events and conventions., • Administer third party software applications as needed (A2Z, Signup Genius, etc.)., • Ensure data accuracy for exhibitors, attendees, donors, and sponsors., • Collaborate with the Marketing team to provide accurate, timely event content for campaigns and promotions., • Assist with the development of event signage, collateral, and printed programs., • Provide regular updates and post-event reports to the Executive Director., • Track attendance, revenue, feedback, and key performance indicators. Qualifications • Bachelor’s degree preferred; focus in event management, hospitality, or related field., • Minimum 5 years of direct experience planning and managing consumer trade shows and large-scale events., • Preferred Certifications, • Certified in Exhibition Management (CEM), • Certificate in Meeting Management (CMM), • Demonstrated success working with exhibitors, vendors, and service providers in a convention environment., • Hands-on experience with CRM/AMS platforms (e.g., Personify, A2Z Events, Memberclicks), including form creation, data entry, and reporting., • Hands-on experience with Event Management Software (e.g., A2Z, SignUpGenius, etc.), including form creation, data entry, and reporting., • Proficiency with Microsoft Office Suite and Google Workspace., • Excellent written and verbal communication skills., • Strong leadership, problem-solving, and customer service abilities., • Highly detail-oriented and capable of managing multiple priorities under deadlines., • Ability to lift up to 40 lbs. and work extended hours during events., • Professional, friendly, and team-oriented with a high level of integrity. Benefits • Medical, dental, and vision insurance after 60 days of employment., • 401(k) eligibility after 12 months of employment., • Paid time off.Company DescriptionHouston Safari Club Foundation (HSCF) is a non-profit organization dedicated to preserving the future of hunting through youth education, conservation, and the promotion of our hunting heritage. Through dynamic programming and hands-on outdoor experiences, HSCF introduces a new generation of young people to the outdoors and actively supports the R3 initiative—Recruitment, Retention, and Reactivation of hunting and shooting sports participants.Houston Safari Club Foundation (HSCF) is a non-profit organization dedicated to preserving the future of hunting through youth education, conservation, and the promotion of our hunting heritage. Through dynamic programming and hands-on outdoor experiences, HSCF introduces a new generation of young people to the outdoors and actively supports the R3 initiative—Recruitment, Retention, and Reactivation of hunting and shooting sports participants.