Conference Planning Manager

Conference Planning Manager

Full-Time | Remote

About ASPDA

The American Sports and Performance Dietitians Association (ASPDA) represents advanced practice registered dietitians working with athletes across collegiate athletics, professional sports, Olympic training centers, the U.S. military, and law enforcement. As a member-driven national nonprofit organization, ASPDA's mission is to create leaders who elevate the profession of Sports and Performance Nutrition through ethical, science-based, cutting-edge care.

Position Summary

ASPDA is seeking a highly organized and collaborative Conference Planning Manager to lead the planning, execution, and evaluation of the ASPDA Annual Conference, pre-conference programs, sponsored events, and virtual education offerings.

This position provides both strategic and operational leadership to ensure exceptional attendee experiences, strong stakeholder engagement, fiscal responsibility, and seamless event execution. The Conference Planning Manager works closely with ASPDA staff, Board members, the Conference Planning committee, volunteers, sponsors, speakers, and sponsors while managing multiple projects in a fast-paced environment.

ASPDA's Annual Conference attracts approximately 700–800 attendees each year and serves as the premier event for sports and performance professionals. Attendees are highly engaged and enthusiastic about networking, professional development, scientific research, and the practical application of sports and performance nutrition. The Conference Planning Manager plays a key role in creating an environment that fosters meaningful connections, innovative learning experiences, and a strong sense of community among attendees.

The ideal candidate is a self-directed problem-solver with strong organizational skills, the ability to manage multiple moving parts, effectively engage volunteers, and adapt to changing priorities.

 

Key Responsibilities

Conference and Program Management

• Lead planning and execution of the ASPDA Annual Conference, in-person events, and virtual education programs.
• Manage event logistics, including registration, speaker contracts, room blocks, audiovisual needs, banquet event orders (BEOs), name badges, and attendee communications.
• Coordinate on-site event operations, sponsor activations, troubleshooting, and real-time problem-solving.
• Develop contingency plans and proactively address operational risks and challenges.
• Serve as the primary point of contact for speakers before, during, and after events.
• Coordinate contracts, travel arrangements, technical rehearsals, reimbursements, and on-site support.
• Manage continuing education (CPEU) applications, reporting, and compliance requirements with the Commission on Dietetic Registration.
• Oversee virtual learning programs from concept through completion, including platform setup, agenda development, live production, evaluations, and reporting.
• Other duties as assigned.

Stakeholder Management

• Negotiate hotel contracts and manage relationships with venues, audiovisual providers, decorators, technology partners, and other vendors.
• Deliver exceptional customer service to attendees, speakers, sponsors, volunteers, and partners.
• Collaborate with the Events & Education Manager, Marketing Manager, and Chief Operating Officer to support organizational goals and member engagement.

Operations & Financial Management

• Manage technology platforms, including MemberClicks, Monday.com, Zoom, Whova, SurveyMonkey, Excel, and the Commission on Dietetic Registration platform.
• Develop and maintain event procedures, timelines, and operational documentation.
• Assist with budget development, expense tracking, and post-event financial reporting.
• Support process improvement initiatives and organizational continuity.

Qualifications

What We’re Looking For:

• 5 or more years of event or conference planning experience, preferably within a membership association, nonprofit, healthcare, or professional education organization.
• Certified Meeting Professional (CMP) designation preferred.
• Familiarity with Microsoft Office suite, Google Workspace, and conferencing technology/programs.
• Must demonstrate ability to learn new systems quickly and independently. 

Preferred Qualifications:

• Strong event and conference management experience.
• Excellent customer service and interpersonal skills.
• Exceptional written and verbal communication abilities.
• Excellent proof-reading skills with a strong eye for detail.
• Strong organizational, project management, and time-management skills.
• Experience managing multiple priorities and competing deadlines.
• Budget tracking and financial management experience.
• Strategic thinking, creativity, and problem-solving abilities.

 

Additional Requirements:

• Work independently in a remote home office.
• Residence within 50 miles of a major airport.
• Travel to ASPDA events and meetings throughout the year

 

What We Offer:

Salary Range: $70,000–$75,000

Benefits

• Flexible schedule and vacation policy
• 401(k) with up to a 6% match 
• Dental insurance
• Accident, life, and disability insurance
• Monthly cell phone stipend
• Company-provided laptop
• Eligibility for annual performance-based bonus
• Continuing education opportunities
  
  

Health Insurance Assistance

ASPDA does not offer a traditional health insurance plan but provides premium assistance of up to $600 per month for employees who:

• Obtain individual coverage, or
• Receive coverage through a spouse or parent.

Premium assistance may be reviewed annually during open enrollment or following a qualifying life event.

Work Schedule

This position requires flexibility to accommodate occasional evening and weekend communication related to events, Board activities, and organizational priorities. Employees are expected to maintain a distraction-free work environment during normal business hours.

Reporting Structure

• Primary Supervisor: Chief Operating Officer
• Secondary Supervisor: Executive Director

Performance Reviews

ASPDA utilizes an annual performance review process that incorporates both objective and subjective feedback and supports a culture of continuous improvement and professional growth.

At-will Employment

Employment with ASPDA is at will. This means that either the employee or ASPDA may terminate the employment relationship at any time, with or without notice, and with or without cause, subject to applicable law. Nothing in this job description, or any other communication, should be interpreted as creating a contract of employment or guaranteeing employment for any specific duration.

Tentative Start Date: August 31, 2026

How to Apply:

Please submit a cover letter, resume, and three professional references to:

Kim Byer
ASPDA Chief Operating Officer
[email protected]