Description
About the Role
Reports to: Director, Meetings & Events
Direct reports: None
Location: Hybrid in Waukesha, WI (Tuesdays and Wednesdays are onsite)
ASGCT is seeking a detail and data-oriented meeting professional to oversee the Society’s meeting registration and housing operations with a high level of accuracy, independence, and strategic insight. This role manages registration platforms, room blocks, and hotel sourcing while analyzing key data to make projections, track revenue, and inform meeting planning decisions. The ideal candidate brings excellent project management skills, experience with hotel contracts and registration systems, and a commitment to delivering an exceptional attendee experience. This position plays a critical role on the Meetings and Events Team, partnering closely with both internal and external stakeholders to support seamless and successful data-driven event execution.
Primary Responsibilities:
Independently manage ASGCT’s registration and housing platforms, including system setup, testing, housing site build, weekly data tracking, on-site registration operations, and post-event reporting.
Critically analyze registration and housing data to identify trends, forecast attendance and room block pick-up, manage attrition risk, and provide insights that guide strategy and improvements.
Create and maintain dashboards and reports tracking registration pace, housing inventory, attendee demographics, and revenue for internal stakeholders.
Play a lead role in ASGCT’s relationships with registration and housing vendors, managing meetings, agendas, timelines, and deliverables while maintaining strong and collaborative partnerships.
Oversee temporary on-site registration staff, including training, task delegation, and performance support throughout the event.
Monitor housing metrics such as pick-up, inventory, pacing, and booking patterns to forecast future meeting needs and recommend real-time adjustments.
Manage room block performance proactively, implementing necessary strategy adjustments to eliminate the risk of attrition penalties.
Manage protected room blocks for staff, VIPs, and vendors with high accuracy and timely communications.
Source and contract hotel room blocks for future ASGCT meetings based on room block pickup data and booking trends.
Review and refine registration and housing portal flow, language, and processes to ensure an intuitive and positive attendee experience.
Serve as the main contact for registration and housing inquiries, delivering timely, accurate, and professional support.
Develop attendee communications such as emails, confirmations, FAQs, and instructions, in collaboration with the Marketing and Communications team.
Support vendor RFP processes by reviewing proposals, attending demos, and providing data-driven recommendations.
Stay current on registration and housing technologies and suggest improvements that enhance data accuracy, efficiency, and user experience.
Requirements
Required Skills and Experience
Strong project management skills with experience using project management technology such as ClickUp.
Exceptional attention to detail and confidence in managing critical society data, ensuring accuracy, integrity, and reliability.
Strong analytical skills with experience interpreting event data and identifying trends to support strategic decisions.
Proven experience sourcing hotels and managing room blocks for citywide conferences.
Excellent customer service and attendee-facing communication skills, with the ability to resolve issues quickly and professionally.
Ability to adapt to quickly changing priorities.
7–10 years of professional experience in meeting registration, housing, meeting planning, or a related field.
Experience with non-profits, associations, or academic institutions preferred.
Ability to travel up to two (2) weeks per year.
