Senior Meeting Planner

2 weeks ago


Rockville, United States Randstad Full time

Pay $40.00 - $45.00 per hour / Long Term Contract / Possible Temp to Hire

Must be local to DC

Job Summary:

The Senior Meeting Planner will act as a liaison between the Corporate Meetings Committee and Vendors/Hotels/Convention Centers. This role involves managing meeting logistics, on-site operations, and ensuring the smooth execution of events. The position requires a strong understanding of meeting planning, contract negotiation, and hospitality legal terms.

Essential Job Functions:

  • Manage meeting logistics and on-site operations for assigned projects.
  • Coordinate committee meetings, including rooming lists, menu development, banquet event orders, on-site management, budget reporting, and post-conference expenses and payment.
  • Source meeting spaces from hotels and convention sites for off-site hearings.
  • Utilize Cvent for vendor supplier sourcing, registration, reporting, and budgeting.
  • Negotiate contracts and understand hospitality legal terms.
  • Create food and beverage plans for committee meetings.

Other Responsibilities:

  • Reconcile invoices and prepare forecasting reports for finance.
  • Reconcile Meetings (American Express) Card.
  • Create PSA and Task Orders.
  • Handle web-casting and multi-casting.
  • Possess in-depth knowledge of caterers and conference centers.
  • Possess in-depth knowledge of audio-visual equipment.

Education/Experience Requirements:

  • College degree or equivalent and at least three (3) years of experience in meeting management or hospitality.
  • CMP (Certified Meeting Professional) preferred.
  • Comprehensive knowledge of contract negotiations and registration systems is a plus.
  • Ability to work independently on-site at conferences.
  • Proficiency with Microsoft Suite.
  • Some travel required to DC, Rockville, MD, and New York City offices.
  • Knowledge of Cvent databases.
  • Ability to implement projects independently and collaborate with various departments as a team.
  • Must be available during vacation blackout dates the week prior to and during the Annual Conference (May).


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