Darcie Smith Email & Phone Number

Maine, United States

Portland, Maine Area

Played an essential role in the development, planning, implementation, and management of the CIEE Annual Conference. Responsibilities included:-Executed tasks related to the planning and operations of the conf. on schedule and in kept with overall strategic goals of the organization-Assisted in contract negotiations, site selection, and planning visits-Responsible for planning and implementation for conf. sessions, plenary events, pre-conf. workshops, special events, trainings, and VIP meetings -Primary contact for all conf. inquiries, attendees, exhibitors, CIEE staff, hotel event staff, audio visual companies, DMC's, transportation vendors, photographers, entertainment, caterers, and furniture rentals-Provided marketing team a detailed list of production needs for the conf. and worked closely with marketing manager on messaging, social posts, and design packages for conf. collateral-Developed social medial content schedule to increase attendee numbers and to boost website activity pre and post conf.-Managed hotel master account and rooming list-Developed, launched, and managed conf. reg. system (Cvent) – generated reports, data analysis, payments/refunds, and updated attendee registrations-Developed, launched, and managed the ‘Call for Proposal’ reg. system (Cvent) – tracked/compared year-to-date data, extrapolated submissions and distributed with a matrix grading system to the review committee-Created session schedule and acted as primary contact for session chairs, presenters, and facilitators.-Assigned CIEE staff to execute on-site responsibilities that are critical to the execution of a successful conference-Post conf. follow-up to include: social posts, updating conf. website, distribute session evaluation results, and assess overall conf. evaluation – make recommendations on ways to improve future conferences-Responsible for budget reconciliation for all overhead costs to be disseminated throughout individual department budgets

Mclean, Va

Coordinates program design and manages logistics for numerous conferences, scientific forums, panel meetings, workshops, advisory committee meetings, and meeting series annually. Conducts site searches, negotiates contracts, manages meeting budgets, develops timelines, conference websites, and meeting materials. Coordinates arrangements with hotels and vendors, including audiovisual firms, exhibition services, transportation services, printers, and caterers, and coordinates travel and lodging for participants and speakers. Manages on-site conference support and coordinates post-conference activities, including billing review, reimbursements, participant evaluation summaries, and follow-up mailings. Supervises conference support staff and assists with budget development. Meetings within the past year have included:• For the Eunice Kennedy Shriver National Institute of Child Health and Human Development’s (NICHD’s) National Children's Study, provided planning support for four Federal Advisory Committee meetings (average of 83 participants each, quarterly), Expanded Steering Committee Meetings (average 400-500 participants each, bi-yearly series), an Independent Safety Monitoring and Oversight Committee Meeting (30 participants, annually), Innovative Technology Web Seminar (100 participants), Research Day Meeting (400 participants) and the International Childhood Cancer Cohort Consortium in Lyon, France (90 participants).• For the Department of Justice’s (DOJ’s) Bureau of Justice Assistance, two Justice Assistance Grant Performance Measurement Tool Training Meetings in Denver, CO (84 participants) and Dallas, TX (150 participants).• For DOJ, the National Institute of Justice Conference 2011 in Arlington, VA (1400 participants) and the 2010 SMART Conference in Portland, OR (450 participants).

Washington D.C.

Promoted to Executive Meeting Manager due to outstanding performance in planning and executing large and small meetings; demonstrated exceptional attention to detail, responsiveness, and proactive management. Managed more than 200 accounts for government, association, nonprofit, and corporation markets, including the NIH, the Health Resources and Services Administration, and EPA, and coordinated more than 250 meetings with 10 to 300 attendees. Directed site inspections for clients, performed contract negotiation, and maintained frequent communication with clients to ensure successful meetings through monitoring of food and beverage needs, audiovisual needs, rooming list information/pick-up reports, and cut-off dates. Attended daily banquet event order meetings with hotel banquet, AV, and catering staff to review event logistics. Monitored accounting policies and practices regarding client billing procedures. Produced and reconciled client accounts. Assisted client team at all meeting planning stages to ensure client satisfaction and effective meeting execution. Advised on optimal meeting room set and audiovisual use to enhance meeting goals.Developed and solidified client relations through creative event suggestions and prompt communications. Prepared and presented tailored proposals to meeting planners for clients. Led preconference meetings to collect and review detailed event logistics. Communicated detailed information to staff and clients, which resulted in high levels of customer satisfaction for all events. Followed up with clients to review outcomes of their meetings and to discuss future plans. Organized and archived client and conference records, improved staff availability for accounting and marketing purposes. Performed site visits and represented the hotel at events such as annual association trade shows and networking events.