Conference and Meeting Planner

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**Job Summary**: Seamlessly coordinate, manage, and ensure delivery of

every detail of\

meetings and conventions as identified in reason and purpose of the

meeting. Strive to be\

ahead of the curve, to consistently raise the bar and set new standards

when it comes to\

providing our members with the best possible experience. Works closely

with the Director of\

Conference and Meeting Planning in creating memorable experiences for

our members.

**General Responsibilities**

- Determines the purpose, message, or impression the organization

wants to\

communicate and be able to communicate the needs clearly to the

meeting sites staff\

and other suppliers.

- Searches for prospective meeting sites.

- Issues request for proposals to all the sites.

- Reviews proposals and makes recommendations to top management.

- Arranges support services, coordinates with the facilities, prepares

site staff for\

meetings, and sets up all forms of electronic communication needed

for the meetings\

and conventions.

- Manages meeting logistics.

- Arranges transportation, lodging reservations.

- Ensures that all necessary supplies are ordered and transported to

the meeting site on\

time.

- Ensures meeting rooms are equipped with sufficient seating and

audio-visual equipment.

- Ensures that all exhibits and booths are set up properly.

- Adheres to fire and labor regulations.

- Oversees food and beverage distribution.

- Ensure all logistics for events are correct and coordinate with

Regional Director or GM,\

event staff, and catering staff (set-up and breakdown of event,

decorations, food and\

beverage offerings, theater rentals, film schedule, special

arrangements, etc.

- Collaborates with team members, volunteers and contractors to

successfully deliver\

meetings and conferences.

**Financial Management\***

- Negotiate contracts with facilities and suppliers.

- Estimates how many people will attend the meetings based on previous

meetings\

attendance and current circumstances.

- Oversees the finances of the meetings and conventions.

- Oversees the organization budgets and creates a detailed budget,

forecasting what each\

aspect of the event will cost.

- Ensure that the events meet income goals based on operating budget.

**Work Environment\***

- Stressful and/or energizing.

- Fast-paced and demanding.

- Oversees multiple operations at one time.

- Faces numerous deadlines.

- Orchestrates the activities of several different groups of people.

- Will spend majority of time in office; but during meetings and

conventions, will work on-site.

- Travel regularly to attend meetings and to visit prospective meeting

sites.(Potentially up\

to 70%)

- Work hours may be long and irregular; more than 40 hours per week

during the time\

leading up to meetings.

- During meetings or conventions will work exceptionally long days, as

early as 5:00 a.m.\

until midnight and some weekends.\

Physical Requirements\*

- Long hours of standing and walking

- Lifting and carrying boxes of materials, exhibits, or supplies