WHO WE ARE:

At CloserStill, we strive to deliver the best. We’re on a mission to be the most dynamic B2B events and communities business in every market we serve, bringing people together to learn, connect and grow.

Operating across five regions, we power over 200 market-leading events, publications and brands across Business Technologies, Healthcare, Learning, HR & Education, and Future Transport & Infrastructure.

But what truly sets us apart is our people.

Our teams are diverse, driven, and united by a shared commitment to excellence. Rooted in our core values of ownership, empathy, teamwork, integrity, and determination, we empower every employee to grow, shape their own path and make a meaningful impact.

Joining CloserStill means being part of something bigger - not just building events, but creating opportunities, connections, and lasting value for the communities we serve.

About Billington Cybersecurity

Since 2010, the senior-most government officials and industry partners have convened through Billington CyberSecurity educational events to enhance the cybersecurity of the United States and our allied partners. The annual Billington CyberSecurity Summit, now in its 16th year and drawing 2500+ attendees, makes our nation more secure by bringing together leaders and cybersecurity experts from the White House, intelligence agencies, the military, allied nations, industry and academia to share strategies, challenges, tools and practices. The State & Local CyberSecurity Summit plays a similar role for U.S. state, municipal, regional and tribal leaders, and additional smaller Billington events throughout the calendar year drive ongoing engagement and community across the cyber security sector. Billington events regularly break important news that advance cybersecurity partnerships and innovation and are regularly covered by C-SPAN, The Washington Post, The Wall Street Journal and other major media outlets.

 WHO WE ARE LOOKING FOR:

Billington CyberSecurity seeks an experienced Meetings Manager with 4-7 years of large-scale conference planning experience to support the strategic planning and operational execution of three annual cybersecurity summits and related programs.

This role will play a significant role in executing all Billington events, and over time will assume primary operational responsibility for select medium and large-scale events. The Meetings Manager will manage complex logistics, vendor relationships, exhibits, and cross-functional coordination to ensure high-quality attendee, sponsor, and exhibitor experiences across events ranging from 100 to 4,000 participants. This is a hands-on, detail-oriented role requiring strong project management discipline, vendor negotiation experience, venue management knowledge, financial acumen, and the ability to manage multiple large-scale initiatives simultaneously.

Core Responsibilities

Summit Planning & Execution

• Support the Senior Director of Meetings in managing all aspects of three annual summits held in March, September, and November. NOTE: The majority of Billington events are held in the Washington DC area.

• Oversee venue logistics, general session production, audio visual coordination, food and beverage, registration operations, signage production, and on-site logistics.

• Develop detailed space utilization plans, meeting space assignments and flow strategies, and capacity modeling to optimize attendee experience and operational efficiency.

• Manage on-site event execution, including vendor coordination, staffing and volunteer management, exhibitor move-in/move-out, and troubleshooting.

Exhibits & Sponsorship Operations

• Coordinate closely with sponsorship and exhibitor sales teams and the general services contractor to manage exhibit hall operations across three tradeshows (ranging from 50 tabletop exhibits to 175 booths).

• Oversee floor plan development, booth assignments, exhibitor communications, exhibitor service manuals, and move-in/move-out schedules.

• Ensure sponsor fulfillment logistics align with contractual agreements.

Site Selection & Contracting

• Work closely with the Senior Director of Meetings on site selection and room block management for Billington summits.

• Research competitive meetings and market conditions.

• Update and issue RFPs; collect and analyze both venue and hotel proposals. Conduct site visits as needed.

• Develop comparative presentations for executive leadership on various options.

• Negotiate hotel and vendor contracts (venue, AV, production, general services contractor), including concessions and cost containment strategies.

• Track contract compliance, venue concessions and discounts, and manage room block performance.

Continuing Education Credits (CEUs)

• Manage CEU administration for Billington summits.

• Negotiate and maintain agreements with accrediting partners.

• Develop CEU-eligible agenda components in partnership with the content team.

• Coordinate credit tracking, attendee communications, and certificate issuance.

Budget Management

• Work closely with the Senior Director of Meetings to manage assigned event budgets, including forecasting, expense tracking, reconciliation, and variance analysis.

• Ensure events are delivered within approved financial parameters.

  Support post-event financial reporting and analysis.

Cross-functional Coordination

• Partner with the content team to align agenda with room assignments, production requirements, exhibitor access schedules, and attendee flow logistics.

• Collaborate with the marketing team on website updates, registration platform management, and signage design.

• Coordinate closely with vendors and internal teams to ensure schedule alignment and proofing of program materials.

Additional Responsibilities

Lead post-event performance analysis including:

• Budget reconciliation

• Attendee satisfaction metrics

• Sponsor and exhibitor feedback

• Operational debriefs

• Recommend and implement industry best practices and event technologies to enhance efficiency and attendee experience.

• Build and maintain strong vendor and venue relationships.

• Support on-site execution across all Billington events.

Requirements

• 4–7 years of experience managing conferences of 500+ attendees.

• Demonstrated experience negotiating hotel and vendor contracts.

• Experience managing exhibit halls of 50+ booths.

• Proven budget management and reconciliation experience.

• Experience working with audiovisual production teams and general service contractors.

• Proficiency with event registration platforms (e.g., Cvent or similar systems).

• Strong project management skills with the ability to manage multiple concurrent deadlines.

• Excellent written and verbal communication skills.

• Ability to travel and work extended hours during event periods.

• Ability to lift event materials and remain on-site for extended periods during event execution.
  
  Preferred Qualifications

• CMP (Certified Meeting Professional) designation or Event Management certification preferred.

• Experience managing CEU or accreditation programs.

• Experience in cybersecurity, government, or policy-focused events a plus.

Performance Expectations

Success in this role will be measured by:

• Delivery of events within approved budget parameters.

• Achievement of strong attendee satisfaction scores.

• High exhibitor and sponsor retention rates and attendee net promoter scores.

• Effective negotiation of hotel concessions and vendor agreements.

• Seamless on-site execution with minimal operational disruption.

• Continuous improvement in post-event evaluations and operational efficiency.

Billington CyberSecurity offers the opportunity to work on nationally recognized cybersecurity summits that convene senior government and industry leaders. This role is ideal for a driven, detail-oriented meetings professional seeking meaningful ownership within a mission-driven organization.

CloserStill Media reserves the right to request a DBS or credit check should the role require it.

DIVERSITY AND INCLUSION:

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation. 

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.