Manager, Meeting Planning

Key Responsibilities

• Lead the comprehensive planning and execution of corporate meetings, conferences, conventions, symposiums, and trade show events from concept through post-event reconciliation.
• Develop and manage detailed event specifications, including timelines, run-of-show documents, staffing plans, production schedules, and logistics.
• Manage event housing, including room block management, pickup analysis, reporting, and liaison with hotel partners and housing vendors.
• Oversee all on-site event operations, including registration, general sessions, breakouts, exhibits, and off-site functions.
• Supervise and direct on-site staff, vendors, and partners to ensure flawless execution and alignment with company standards.
• Create and manage comprehensive Requests for Proposal (RFPs) for hotels, venues, and vendors.
• Evaluate proposals and lead contract negotiations, including concessions, pricing, attrition, cancellation, and service agreements.
• Build and maintain strong relationships with hotel partners, venues, and industry suppliers.
• Develop and manage detailed event budgets, including forecasting, expense tracking, and reconciliation.
• Identify cost-saving opportunities while maintaining high-quality event standards.
• Ensure financial accountability and adherence to company financial policies and procedures.
• Support development and management of event websites, registration platforms, and mobile event applications.
• Manage attendee communications, including invitation campaigns, registration messaging, and event updates.
• Collaborate with marketing and communications teams to develop promotional materials and branded event assets.
• Assist in speaker sourcing, research, and coordination, including managing speaker logistics and presentations.
• Develop main stage show flow and run-of-show documents in collaboration with production and AV teams.
• Demonstrate familiarity with audio-visual production and presentation management, including PowerPoint.
• Manage multiple complex projects simultaneously, ensuring deadlines, budgets, and quality standards are met.
• Create detailed project plans, timelines, and tracking tools.
• Compile post-event reports, analysis, and recommendations for continuous improvement.
• Develop spreadsheets, reports, and presentations using advanced software tools.
• Stay current on industry trends, emerging technologies, and best practices.
• Recommend innovative ideas, themes, and enhancements to elevate event experiences.
• Identify process improvements to increase efficiency and effectiveness of meeting operations.

Required Qualifications

• Bachelor’s degree in Meeting and Event Management, Hospitality, Business Administration, or related field, or equivalent professional experience.
• Certified Meeting Professional (CMP) designation strongly preferred.
• Minimum of 8+ years of progressive experience in corporate meeting planning, conferences, or hospitality.
• Proven experience planning and executing large-scale corporate events, conventions, and conferences.
• Extensive experience managing hotel contracts, RFP processes, and vendor negotiations.
• Demonstrated experience managing complex budgets and financial reconciliation.
• Strong project management experience with multiple concurrent events.
• Advanced proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.
• Experience with event management platforms, registration systems, and mobile event apps.
• Ability to create detailed spreadsheets, reports, and presentations.
• Familiarity with audio-visual production requirements and general session management.