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Meeting Planner
4 months ago
General Description:
Under the general guidance of the Director of Training & Events, the Meeting Planner will have an important role in a department producing 100-150 mainly virtual, with several hybrid events
per year.
Duties and Responsibilities:
Event Management
? Work closely with the Director on all events from initial design and pre-planning stages through execution and follow-up.
? Manage the logistics during the event planning process, including:
- Event timelines and checklists;
- Attendee communications, including registration/RSVPs, attendee dietary restrictions and special needs, and messaging on the training registration platform;
- Track payments and follow up with unpaid registrants;
- Function space allocation and room set-ups, AV equipment;
- Speaker coordination and technical support;
- Proofreading and producing slides, nametags, handouts, and other materials;
- Ensure correct number of polls, enter into Zoom, and track timing for CPE credit;
- Continuing education credit coordination;
- On-site set-up and supervision;
- Room block management;
- Food & Beverage selections and review Banquet Event Orders;
- Virtual and in person event host and technical lead;
- Send preliminary survey results to speakers within one business day; and
- Post-event attendee follow-up.
? Develop and manage event budgets, track expenses during the planning process, and complete event summaries with final expenses within one week of event conclusion.
? Maintain a detailed electronic filing system for all events.
? Provide feedback and make recommendations for better efficiencies involving the meetings logistics and communication process; seek and suggest possible solutions in order to ensure effective outcomes.
? Serve as lead and/or primary backup for event production.
General / Marketing Activities
- Assist in maintaining, developing and leveraging Firm client/prospect mailing lists.
- Participate in team strategy sessions regarding programming and scheduling.
- Coordinate the shipment of marketing materials for off-site events.
- Assist with the private/dedicated training intake process.
- Build courses in the LMS as needed.
- Other duties as assigned.
Experience / Qualifications
- Bachelors degree in Marketing, Business, Hospitality, or a related field required.
- CMP or DES preferred.
- Minimum 3-5 years of event planning experience, preferably in professional services or
- associations.
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) required.
- Skilled in the production of events using Zoom Meetings and Zoom Webinar or similar virtual meeting software required.
- Ability to work independently as well as on a team.
- Strong oral and written communication skills with a proven track record interfacing with partners, clients, and other stakeholders.
- Excellent attention to detail and ability to multitask.
- Exhibits grace under pressure.
- Ability to multi-task in a fast-paced environment with shifting priorities and deadlines.
- Reside in the Washington, DC, metro area and be willing to be in the office a minimum of three days per week.
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