Volunteer with the American Marketing Association Phoenix

Venue Management Chair

The Venue Management Chair is responsible for identifying, securing and managing venues for AMA Phoenix’s in-person events, including panel discussions, workshops and networking mixers. This volunteer role ensures that event locations align with the organization’s goals, audience expectations and budget. The ideal candidate will have a passion for event planning, an eye for detail and strong communication skills.

This role is a key contributor to the success of AMA Phoenix events and offers a valuable opportunity to build experience in hospitality, logistics and event production.

Key Responsibilities:

Venue Sourcing and Booking:

• Research, identify and recommend suitable venues for upcoming events based on event goals, audience size and budget
• Conduct virtual or in-person venue walkthroughs, as needed
• Negotiate venue contracts and secure dates

Venue Coordination and Logistics:

• Serve as the main point of contact between AMA Phoenix and venue representatives
• Coordinate venue-specific logistics such as seating arrangements, A/V requirements, parking, signage and catering needs
• Ensure venues are accessible, professional and cost-effective

Collaboration:

• Work closely with other programming committee members to understand event needs and timelines
• Partner with other members of the programming committee to ensure seamless day-of execution
• Provide timely venue updates to the VP of Programming and programming team

Documentation and Reporting:

• Maintain an organized Google sheet of vetted venues, including capacity, amenities, pricing and contact information
• Collect feedback post-event to refine future venue selections

Skills and Qualifications:

• Event Planning Experience: Prior experience sourcing or managing venues or event logistics preferred
• Strong Communication Skills: Clear and professional written and verbal communication with venues and stakeholders
• Organizational Skills: Ability to manage multiple events and timelines at once
• Negotiation Skills: Confidence in contract discussions and cost efficiency – in collaboration with the VP of Programming
• Attention to Detail: Ensuring venues meet all event needs and logistics are handled smoothly
• Local Knowledge (Preferred): Familiarity with venues across the Phoenix metro area is a plus

If interested, please contact Caroline Fuller – VP, Volunteers at caroline.fuller@amaphoenix.org or apply to volunteer at https://amaphoenix.org/volunteer/.

VICE PRESIDENT OF PARTNERSHIPS & SPONSORSHIPS

The Vice President of Partnerships & Sponsorships is responsible for identifying Chapter needs that may be supported by corporate partnerships and sponsorship as well as coordinates programs to involve the business community in Chapter affairs.

Responsibilities

• Attend all Board meetings.
• Prepare a preliminary budget and submit to the President.
• Secure partnerships/sponsors to support events, including all processes associated with monetary sponsorships, in-kind services and the benefits afforded the chapter.
• Search for and secure new annual sponsorship needs:
  • Includes revising/creating contract and collecting signed copy from sponsor.
  • Includes gathering high-res jpg. of logo from sponsor and giving to the appropriate individuals.
• Search for meeting sponsorships for monthly luncheons:
  • Includes Speaker Sponsors (cash) for relevant programming/speaker partnership 
  • Includes Monthly Meeting Sponsors (in-kind) for added value to meeting attendees.
• Collect logos for monthly meeting sponsors and give to VP Communication for postcard, VP Programs for the meeting PowerPoint, and Design Sponsor for creating ads to be placed in local media (includes specs for the ad).
• Make sure all sponsors are aware of their benefits and reminded of their benefits. 
  • Includes reminding them of upcoming events and activities that they will be involved with (are a sponsor for) as well as inviting them to upcoming events.
  • Notify the Board, specifically MarCom of the chapter’s deliverables in the agreement, such as logo placement in communications and on website.
• Send out thank you notes to each sponsor throughout the program year.
• Develop and update Annual Sponsorship Plan.
• Develop Sponsorship Committee 
• Determine sponsorship levels and benefits for strategic partners and sponsorships.
• Identify Chapter needs that may be supported by corporate partnerships/sponsorship and coordinate programs to involve the business community in Chapter affairs.
• Develop, update, and maintain all materials necessary to support recruitment of partners and sponsors.
• Develop prospect lists for both cash sponsorships and in-kind services with the assistance of committee members
• Complete calls for the purpose of obtaining strategic partnerships and sponsorships.
• Ensure partners/sponsors receive benefits in a timely manner.
• Keep accurate records of all donations and in-kind support and report activity monthly to the Treasurer.
• Work closely with VPs of Programming and Membership to find sponsorships for events.
• Responsible for measuring sponsorship dollars and in-kind donations generated.

Requirements

• Active chapter AMA membership (required).
• Degree in marketing, advertising, communications or related professional experience.
• Sales and marketing background
• Successful track record of building and leading a team