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Thursday, January 08, 2015

Hospitality Minnesota - Events and Communications Specialist

Hospitality Minnesota, a coalition of trade associations, is seeking an events and communications specialist.  This is an immediate opening for a full time position in the Saint Paul area. Responsibilities include carrying out a broad range of event planning and communications functions.  The responsibilities include oversight of logistical details for meetings, seminars, conferences and special events; as well as communications support for publications, websites, social media and event materials. Attention to detail, strong writing skills and the ability to manage multiple priorities are required.
A successful applicant should have previous experience in event planning and communications.  A four-year degree in mass communications or a similar field is preferred.  To apply, please send your resume and a cover letter to


TITLE:                        Events and Communications Specialist

SUPERVISOR:          Marketing and Communications Manager

JOB SUMMARY:  Responsible for event planning and communications support for the Minnesota Restaurant Association, Minnesota Lodging Association and Minnesota Resort & Campground Association.

NEED FOR FLEXIBILITY:  The responsibilities outlined below form the basis of this job at this time. However, the nature of this position may change from day-to-day and year-to-year. Thus, these responsibilities must be taken merely as an outline, with the understanding that they are fluid and new or different assignments will often be necessary.


·         Plan and oversee logistical details for meetings, seminars, conferences and special events. Major events include the Minnesota Hospitality Expo, Hospitality & Tourism Day at the Capitol, Golf Tournaments, MRCA Fall Conference, Holiday Parties/Award Ceremonies.

·         Serve as main liaison for Expo exhibitors for booth sales, booth assignments and logistical details.

·         Oversee selection of venues, negotiate with site for costs, and review contracts.

·         Work with venues on event details: room set-up, counts, A/V equipment, meal selection or refreshments, signage, etc.

·         Serve as on-site contact for events and oversee set-up and registration when necessary.

·         Following events, review invoices for approval and investigate any discrepancies in fees.

·         Work with the controller to prepare and adhere to budgets, track expenses, and submit a profit/loss statement following the seminar or event.

  • Assist in planning, ordering and execution of decorations, flowers, centerpieces, entertainment, slide presentations, entertainment, meals, etc.

  • Staff committees as assigned. Work with committee chair to develop focus for the year. Handle meeting notices, agendas, minutes and committee generated projects.


  • Assist with communications functions, which may include writing, editing, proofreading and formatting a variety of print and electronic publications such as magazines, newsletters and legislative updates.

  • Assist with the maintenance of four member websites: setting up event registrations, adding content, removing dated information.

  • Assist with the marketing of special events, conferences and educational programs.

  • Assist with development of event materials such as handouts, binders, agendas, printed programs, PowerPoint presentations and signage.

  • Assist with media relations including writing and distributing press releases.

Perform other duties as assigned by Marketing & Communications Manager.