Meeting Planner

Description

Meeting Planner

Position Summary
The Meeting Planner plans, coordinates, and executes federal government meetings, conferences, trainings, workshops, and related events. Working independently or under the direction of a Senior Conference Planner or Project Director, the Meeting Planner manages assigned events and ensures that logistical, administrative, travel, registration, and production requirements are completed accurately and on schedule.

Key Responsibilities

• Plan and coordinate government      meetings from initiation through closeout.
• Develop and maintain meeting      timelines, checklists, task trackers, budgets, and planning documentation.
• Coordinate venue sourcing, hotel      room blocks, meeting rooms, food and beverage, audiovisual services,      transportation, signage, and other logistical requirements.
• Manage attendee registration and      maintain accurate participant records and reports.
• Prepare and distribute      invitations, confirmations, reminders, logistical information, and other      attendee communications.
• Coordinate speaker and presenter      logistics, including presentation collection, biographies, audiovisual      requirements, and scheduling.
• Coordinate travel arrangements      and reimbursement documentation for government-sponsored travelers, when      required.
• Work directly with hotels,      vendors, and subcontractors to obtain pricing, confirm requirements, and      monitor service delivery.
• Participate in site visits and      pre-conference planning meetings.
• Develop banquet event order      reviews, rooming lists, function schedules, onsite staffing assignments,      and meeting materials.
• Coordinate accessibility,      security, and other participant requirements.
• Provide onsite meeting      management, including registration desk operations, room monitoring,      speaker support, vendor coordination, and troubleshooting.
• Support virtual and hybrid      meetings using platforms such as Zoom, Teams, Webex, or comparable      technologies.
• Track meeting expenses, vendor      invoices, participant reimbursements, and supporting documentation.
• Prepare meeting summaries,      attendance reports, evaluation results, and closeout documentation.
• Maintain organized electronic      meeting files in accordance with project and government requirements.

Minimum Qualifications

• Bachelor’s degree in hospitality,      event management, communications, business administration, or related      field preferred; equivalent relevant experience may be considered.
• Minimum 4–6 years of professional      meeting-planning experience, including prior direct experience supporting      meetings, conferences, or events for federal government agencies or other      government clients.
• Demonstrated experience      coordinating hotels, audiovisual services, registration, travel, vendors,      and onsite meeting operations.
• Working knowledge of federal      meeting environments, government approval processes, GSA per diem rates,      accessibility requirements, and applicable federal travel requirements.
• Strong organizational skills with      demonstrated ability to manage multiple meetings and competing deadlines      simultaneously.
• Excellent customer service,      written communication, attention to detail, and problem-solving skills.
• Proficiency with Microsoft      Office/Google Workspace and meeting registration and virtual-event      platforms.
• CMP, CGMP, or similar      certification preferred.