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BEPC is actively looking for Meeting Planner!

W2 Contract – 3 months with possible extensions!

Pay Rate: $50.00 - $58.00/hour - Determined based on experience (Paid Weekly)

Work Model: Remote role

Travel: Travel onsite for assigned meetings and events as required

Note: This is a W2 only role — C2C, C2H will not be considered

Summary of the Role:

BEPC is actively seeking an experienced Meeting Planner to support our client’s meeting and event operations.

This position will manage the end-to-end planning and execution of meetings and events, including program development, venue selection, vendor coordination, budgeting, contract management, attendee logistics, travel, food and beverage, audiovisual requirements, and onsite event execution.

The ideal candidate has at least 3 years of meeting/event management or hospitality customer service experience and is comfortable managing multiple stakeholders, suppliers, budgets, deadlines, and event logistics. This individual will serve as the business lead and meeting owner for assigned programs, including traveling onsite when required.

Summary of Duties and Responsibilities:

Meeting & Event Planning

·       Determine the purpose, objectives, and requirements of assigned meetings and events.

·       Develop comprehensive project plans and event specifications.

·       Review historical program information to support planning and decision-making.

·       Identify stakeholder and participant needs.

·       Develop program outlines, including topics, content, speakers, and other event elements.

·       Establish success criteria and methods for evaluating meetings and events.

·       Determine technology and audiovisual requirements.

·       Proactively identify and escalate potential client, program, or delivery issues.

·       Complete time tracking and related reporting as requested.

Venue & Vendor Management

·       Determine appropriate geographic locations and venues for assigned programs.

·       Identify required facility services and coordinate applicable security procedures.

·       Plan, order, and oversee technology and audiovisual requirements.

·       Coordinate with venues, suppliers, and other service providers.

·       Conduct pre-meeting briefings and post-event meetings with suppliers and facility providers.

·       Develop agendas and requirements for site inspections.

Financial & Contract Management

·       Develop and manage meeting and event budgets.

·       Identify cost-saving opportunities and potential ancillary revenue sources.

·       Support and conduct vendor contract negotiations.

·       Conduct RFP processes and evaluate vendor proposals.

·       Manage programs according to approved budgets.

·       Ensure timely completion of payment and billing processes.

·       Maintain required group and financial reporting.

·       Ensure compliance with applicable deposit terms, contractual terms and conditions, and billing guidelines.

Event Logistics

·       Establish invitation and registration procedures.

·       Assess risk management requirements and determine applicable insurance and operational needs.

·       Coordinate exhibitor booth assignments and setup processes when applicable.

·       Arrange and communicate transportation and travel requirements.

·       Determine function room layouts, seating, and audiovisual setups.

·       Coordinate all food and beverage requirements.

·       Prepare and review housing reports in a timely manner.

·       Coordinate shipment of event materials.

·       Utilize required meeting and event technology platforms.

Program & Onsite Management

·       Secure speakers and entertainment and manage associated contractual relationships.

·       Coordinate food and beverage requirements that support program objectives.

·       Arrange pre-event, post-event, and other ancillary programs.

·       Coordinate media and public relations activities when applicable.

·       Provide program feedback to stakeholders through debriefs and summary documentation.

·       Travel onsite for assigned programs and serve as the business lead/meeting owner.

·       Collaborate closely with the onsite Lead Travel Director and other event partners.

Main Qualifications: 

Education: Bachelor’s degree required, preferred in a related field.

• Minimum 3 years of meeting/event management or customer service experience within the hospitality industry.
• Experience coordinating meetings, conferences, corporate events, or similar programs.
• Strong project management and organizational skills.
• Experience coordinating multiple vendors and stakeholders.
• Ability to manage budgets, timelines, logistics, and competing priorities.
• Strong written and verbal communication skills.
• Ability to identify issues proactively and drive timely resolution.
• Strong attention to detail.
• Ability to work effectively in a remote environment.
• Ability and willingness to travel onsite for assigned programs.

Preferred Qualifications: 

• Certified Meeting Professional (CMP) designation.
• Formal project management certification or designation.
• Experience managing corporate meetings and events from initial planning through onsite execution.
• Experience with RFPs, vendor negotiations, contracts, and event budgeting.
• Experience coordinating attendee registration, housing, transportation, food and beverage, and audiovisual services.

About BEPC

BEPC Inc., founded in 2007, is a 100% employee-owned company providing top-tier consulting and staffing solutions across industries like technology, engineering, manufacturing, and project management. At BEPC, we are driven by innovation and a commitment to excellence. We take pride in fostering a collaborative and innovative environment where our team members thrive. With competitive benefits, including medical, dental, vision, and life insurance, BEPC is dedicated to supporting our employees' personal and professional growth.

Apply Now!

Qualified candidates are encouraged to apply by submitting an up-to-date resume that highlights how your experience aligns with the role. Please include specific examples that demonstrate your qualifications. We look forward to connecting with you!

About BEPC

BEPC Inc., founded in 2007, is a 100% employee-owned company providing top-tier consulting and staffing solutions across industries like technology, engineering, manufacturing, and project management. At BEPC, we are driven by innovation and a commitment to excellence. We take pride in fostering a collaborative and innovative environment where our team members thrive.

With competitive benefits, including medical, dental, vision, and life insurance, BEPC is dedicated to supporting our employees' personal and professional growth.