Senior Meeting & Incentive Program Planner

Location: San Francisco Bay Area | Hybrid
MFactor Meetings currently has an office in San Carlos and is expanding into the North Bay. Candidates may be based near either location and are not expected to work from both offices.

About the role

MFactor Meetings is looking for an experienced Senior Meeting & Incentive Program Planner who believes exceptional events are created through equal parts imagination, strategy, collaboration, and meticulous execution. We are a creative, fast-moving team that produces high-touch corporate meetings, incentive travel programs, and extraordinary experiences throughout the United States and around the world. We’re looking for someone who can transform a vision into a beautifully executed program—and who understands that the smallest details often make the biggest impression. The right person is resourceful, highly organized, solutions-oriented, and genuinely enjoys working with clients, partners, and teammates. You can see the big picture, confidently manage the moving pieces, and remain calm when the plan suddenly becomes Plan B.

Responsibilities

• Lead the planning and execution of corporate meetings, incentive travel programs, conferences, and special events
• Develop creative program concepts, activities, experiences, gifting, and memorable guest touchpoints
• Build and manage detailed timelines, budgets, specifications, and production schedules
• Serve as a primary point of contact for clients throughout the planning process
• Develop strong relationships with clients and understand their goals, priorities, and expectations
• Source, evaluate, negotiate, and manage hotels, venues, transportation companies, destination management companies, production partners, and other suppliers
• Coordinate accommodations, registration, food and beverage, transportation, activities, entertainment, gifting, and special events
• Conduct site inspections and provide thoughtful, strategic recommendations
• Review contracts, banquet event orders, invoices, and supplier proposals for accuracy
• Manage program finances, including estimates, deposits, change tracking, cost reconciliation, and final billing
• Prepare and maintain accurate program documentation, including agendas, rooming lists, manifests, staffing schedules, banquet event orders, and operational plans
• Anticipate challenges, identify solutions, and communicate proactively with clients and team members
• Lead on-site teams and ensure every element of the guest experience is delivered seamlessly
• Conduct post-program reviews and identify ways to make future programs even stronger
• Share ideas, resources, and best practices that contribute to the success of the entire team

Requirements

• At least five years of experience planning corporate meetings, incentive travel programs, conferences, or other high-touch events
• Demonstrated experience independently managing complex programs, budgets, suppliers, and multiple stakeholders
• Exceptional attention to detail and a strong sense of ownership
• Excellent written, verbal, and client-facing communication skills
• Confidence managing vendor negotiations, contracts, timelines, and program finances
• The ability to balance creative thinking with strong operational execution
• Excellent judgment, flexibility, and problem-solving skills
• The ability to manage multiple priorities while meeting deadlines
• A collaborative spirit and willingness to contribute wherever needed
• Proficiency with Microsoft Office; experience with Cvent and other event-management platforms is strongly preferred
• Ability to travel domestically and internationally and work occasional evenings and weekends when programs require it
• CMP, CITP, or other industry credentials are valued but not required
• BA/BS/Undergraduate degree
• 5-7 years of minimum experience
• 10-25% required travel

Skills

You’ll Thrive Here If You Are…

• Creative: You are always looking for a fresh way to surprise and delight.
• Detailed: You notice what others might miss and take pride in getting it right.
• Client-focused: You listen carefully, communicate clearly, and build lasting trust.
• Resourceful: You arrive with ideas and solutions.
• Calm under pressure: You can pivot gracefully while keeping the client and guest experience intact.
• Collaborative: You believe exceptional work happens when talented people support one another.
• Curious: You enjoy discovering new destinations, trends, experiences, and partners.
• Fun to work with: You bring positive energy, professionalism, and a healthy sense of humor to the team.

About the company

Since 2003, MFactor Meetings has designed and delivered award-winning corporate meetings and incentive experiences throughout the United States and around the world. We combine strategic thinking, creative ideas, personalized service, and operational precision to create programs that make a lasting impact. With an established office in San Carlos and an expanding presence in the North Bay, this is an exciting opportunity to join us during an important stage of growth. We work hard, care deeply about our clients, celebrate great ideas, and believe the planning experience should be just as thoughtful as the event itself. You will join a close-knit team where your expertise is respected, your ideas are welcomed, and your contribution is visible.

Pay

Salary range: $100,000 - $140,000 per year based on experience

Benefits

• 401K
• Health Benefit Package
• Paid time off and company holidays
• Professional development and industry involvement
• Domestic and international travel opportunities
• A collaborative, entrepreneurial environment where creativity is encouraged