Meeting & Event Planner

POSITION OVERVIEW:

We are seeking an enthusiastic and driven Event Planner to join our event team! You will be responsible for supporting and executing on all aspects of the event planning process and on-site logistics. You will be working with a team of Directors and Managers to organize multiple events from conception through completion. This includes 1-day expos, multi-day conferences and virtual events. The role is committed to the mission of our clients, working with integrity, and building strong relationships. The candidate must utilize affective customer service skills, have a high attention to detail, be a team player, have a great work ethic, and superior organization skills. This is an in-office position.

BASIC FUNCTION:

Event planning and on-site logistics for multiple trade shows, expos and education sessions in the United States, Canada and Mexico. Also, manage and host virtual meetings.

RESPONSIBILITIES:

• Organize and manage multiple exhibits and Tech Forums, typically about 8-15 per year
• Support team of Event Managers and Directors with multiple conferences throughout the year
• Venue contract negotiation, room blocks, floorplans, food & beverage, etc.
• Marketing – responsible for creation of all show directories, event promotions and pre-show materials, and signage
• Sales – attendee and booth sales, along with sponsor promotions
• Communications - committee correspondence, show attendee’s and exhibitors
• Budget creation, reviews and summary report
• Payments - responsible for all exhibitor registration and payments
• Ships all on-site materials to the event and back to headquarters
• On-site coordination, event set-up, vendor and attendee registration management
• Distribute all meeting information and supplies to attending personnel
• Vendor relations
• Organize social and networking events, may be after standard work hours
• Show schedule
• Attend necessary after hour events and dinners with clients

Reporting

• Budget creation and auditing
• Registration and financial reports per event
• Quarterly Board of Directors committee reports
• Keep up to date records on a weekly basis
• Database management and updates

Annual Event

• Assist the Executive Director in organizing the annual international expo
• Booth sales, sponsorship sales and deliverables
• General contractor negotiation and correspondence along with floorplan maintenance
• Updates and manages the exhibitor service kit
• Responsible for development of the event budget in conjunction with the Executive Director
• Responsible for tracking exhibition revenue and expenses
• Prepares exhibitors newsletters
• Exhibitor Committee meeting facilitator, including recording and distributing minutes
• Manages content for event exhibitor pages
• Invoicing and recording payments for all exhibitors
• Coordinate booth sales for next year’s event based on a long running lottery system
• Show directory content lead editor
• Staff liaison for special events and focus areas in the exhibit hall
• Organizes golf tournament and other special events to include player registration, sponsorships, F&B, marketing, on-site management

OTHER SPECIFIC RESPONSIBILITIES:

• Handles marketing for each event (email, postcards, advertising etc.)
• Maintains annual Expo web page. This includes posting event information and registration
• Research and identify successful event opportunities
• Maintain stock of event supplies

QUALIFICATIONS:

• Previous experience in event planning or other related fields
• Strong project managing skills
• Deadline and detail-oriented
• Ability to work well in teams
• Bachelor’s degree

KNOWLEDGE, SKILLS and ABILITIES:

Proficient in Microsoft suite of products, Adobe Creative Cloud, database management. The selected applicant must have a high attention to detail and strong organizational skills. Social Media management is a plus.

TRAVEL REQUIREMENT:

Travel required for on-site management at multiple out of state events. In addition to these 10-15 events, this position requires assistance with a Trade Show (7 days), and Leadership Forum (3 days), held each year.

POSITION RELATIONSHIPS:

Reports to the Executive Director. Works closely with the Meeting and Events Manager, Membership Coordinator and Communications Department. Develop and maintain relationships with Chapter Officers, Committee Chairs and Exhibitors.

Compensation is based on qualifications.