Yvette Clark, Cmp Email & Phone Number

Managed various aspects of the City-wide Annual Meeting, committee & in-conjunction program scheduling, and marketing for over 7,000 attendees, 500 speakers, and more than 30 concurrent sessions. • Directed small meetings staff for internal stakeholder meetings. Overseeing all advance preparations and onsite logistics for 7- 10 meetings annually from conception to full execution. Registration protocols while managing attendee housing process. Review and updated the registration policies and procedures as well as train internal staff and member service representatives. • Collaborate with the finance team to track financial liabilities and profits to ensure budget adherence and the timely issuance and payment of registration refunds with registration vendor coordination and tracking. • Responsible for hiring temporary registration staff and ensure session room monitors for conference schedule is complete and efficient based on overall on-site requirements. • Manage all aspects of meeting hotel event operations, audio visual provider requirements and interface with venue and vendor contacts to deliver a seamless meeting experience. Special Wellness program initiatives development and management of vendors to provide attendees 5K and Yoga events. Develop policies and procedures for housing, meeting registration for staff and vendor travel as well as ancillary group meetings/functions. • Maintain VIP protocols for annual meeting registration and housing for President, Past Presidents, board members, Chairpersons and award recipients. • Manage City-wide Housing Contracting process.

Responsible for developing, executing, and managing events that strategically support the comprehensive activities of six member societies. Manages aspects of meetings, events and housing including planning, implementation, financial reconciliation and post event follow-up. Manage internal housing management for conference staff and society VIP stake holders. Review and reconcile final billing, and prepare distribution of post conference profit revenue reports.Maintains accurate and complete financial records for each event. Works closely with all levels of management and vendor partners for meeting and event development and execution.Determine resources and budget required; event design; request for proposal (RFP) development and management; site selection; contract negotiation; room block determination; program development; speaker and entertainment selection and contracting; determine housing specifications and work with housing provider to provide hotel and ground transportation. Housing vendor selection and contracting, food and beverage planning; meeting space design and execution; manage meeting on-site; to include trade show design and management. Use project management methodology to lead organizing committees to plan events, align logistics with objectives, establish budgets, and report on progress. Ability to work with multiple business lines at once. Work closely with marketing director on the overall marketing plan strategy, timelines and event experience.Manage contracts to minimize penalties and obligations - track cost savings and additional cost avoidance.Develop, manage, document and report trends on attendee registration.Organize registration for participants including management of special requests, dietary and medical conditions. Oversee complete on-site meeting management; insure quality delivery including venue, ground suppliers and external staff support.

Worked in conjunction with cross-functional departments (Marketing, Graphic Development, Sales, Government Affairs, etc.)Managed activities of vendors, suppliers and external business partners, including creative agencies, audio/visual services, association management, transportation and hotel/catering servicesNegotiate Service Level Agreements and manage vendors in the delivery of servicesAccurate invoice reconciliation, reporting and financial management to ensure maximum cost recovery.Developed participant electronic information page for registration along with client, on staff registrar to build registration site (CVENT) for each meeting. Ensure participants are receiving comprehensive information and manage call-center for participant interaction related to meeting inquiries. Meeting collateral coordination oversight related to graphics development, event branding, and presentation materials development. Directs electronic submission of presenter abstracts and presentation materials with overall coordination of speaker database details. Supervised support staff in the development and execution of key operational tasks for the team in a systematic process. Ensure the training and development of junior meeting professionals to ensure the delivery of quality products and service with excellent customer service to all clients. Maintains historical data related to each meeting, including attendee, abstract, revenue statistics, etc.Post-event closeout: including budget analysis, invoice review, process and reconciliation. Participant expense reimbursement, development and distribution of final proceedings, and final contract reports. Develops relevant post-meeting attendee surveys and reports results.

Assisted with the overall logistics and operations for Annual Convention of 15,000 attendees, 5,000 exhibitor personnel and coordination of four governing societies’ requirements.Coordinated requests for proposals; contract negotiations and electronic routing and tracking process. Review, process, and reconcile hotel and select vendor invoices for the annual convention. Maintain facilitation of the processing of program budgets using Budget Forecaster Software-related to Annual Convention.Managed signage and shipping inventory, business center copy center, office equipment and medical on-site staffing and personal transport requisition. Coordinated pre-planning (team) meetings for all association staff and ‘First Timers’ training. Supervised over 90 temporary staff. Developed temporary staffing schedule related to annual meeting, exhibits and overall requirements of the four governing societies on-site and pre-conference management staff needs. Management of on-site registration materials desks, logistics of separate satellite registration locations (hotels); and training of on-site staff; material coordination, temporary staff training and management of inventory and security personnel.Responsible for compiling weekly registration reports with regard to current attendee numbers and analysis of past registration history. Drafted minutes from bi-weekly Registration and Housing teleconferences with vendor team; distribute meeting materials and minutes, and coordinated follow-up issues in relation to responsible staff members and accounting staff. Coordinated with Housing Manager to prepare direct bill applications, amenity lists and hotel event logistics, contracts, rate monitoring and preferred housing lists for four societies and the maintenance of the Hotel/Housing databases. Identified vendor for On-site Childcare (Camp DDW), Spouse/Guest Tours, and Information Booth. Managed Attendee Hospitality Suite logistics and Physicians Placement Center staffing

Managed all advance preparations and onsite logistics for annual meeting of 2,500 attendees, 100 booths and approximately 250 scientific posters. Coordinated flow sheets and room assignments with meeting room set-ups, F&B requirements, special events, transportation schedule and route configurations for shuttles, general contractor flow grids, A/V requirements, and signage. Planned all association meetings with regard to Special Interest Groups, Board of Directors and key Capitol Hill initiatives. Coordinated selection & ordering of sponsorship materials, awards and gifts.Negotiated contracts for current and future years with CVB representatives, convention centers, hotels, service providers, and vendors. Coordinated multiple year contracts with transportation provider, general contractor, audio visual and equipment rental to ensure competitive pricing and adherence to budgetary goals. Assisted with speaker management ensuring that all speaker logistics, registration materials, speaker housing rooming list, speaker ready room requirements and logistics.Responsible for development of the temporary staff schedule and on-site training, assignments for over 40 people. Worked with director of administration to track assigned budget accounts and expenses. Execution of bill backs/invoicing and tracking of payments for vendors and contractors with director of administration. Developed and devised various cost saving initiatives within budget line items. Reduced conference catering costs by 10 percent the first year an additional 5 percent the second year while still upholding the quality ATA attendees had come to expect. Key in bringing the annual meeting logistical and operation functions in-house; ensuring a cost saving to the association.Worked to develop historical information and detailed filing system for the annual meeting and exhibition. Oversaw all aspects of abstract submission, processing and programming.