Meeting Planner

Job Title: Meeting Planner
Organization: SFFMA
Location: Austin, TX
Job Type: Full-time (Exempt)

Benefits: SFFMA offers a comprehensive benefits package including health insurance
, dental and vision coverage
, a 401(k) retirement plan with employer matching
, and paid vacation (as well as paid holidays and personal days).

SFFMA is seeking a Meeting Planner to join our team and take charge of planning and executing the association’s meetings and events. This role is pivotal in ensuring our conferences, workshops, and meetings are successful, engaging, and aligned with our mission. The Meeting Planner will oversee events from conception through completion – handling everything from venue selection and vendor negotiations to day‑of‑event coordination and post‑event evaluation.

The ideal candidate is highly organized, detail‑oriented, and excited about delivering exceptional event experiences for our members and stakeholders.

• Event Planning & Coordination: Plan and coordinate all logistical aspects of association events (annual conferences, member meetings, seminars, etc.). Develop event plans, timelines, and schedules; manage event checklists to ensure all tasks are completed on time.
• Venue & Vendor Management: Research and secure event venues, and negotiate contracts with venues, caterers, hotels, A/V providers, and other vendors. Coordinate all vendor services (food/beverage, audio‑visual, décor, etc.) to meet event requirements and budget. Maintain strong relationships with suppliers to ensure quality service and cost‑effectiveness.
• Budgeting and Reporting: Create event budgets and manage expenses to stay within approved limits. Track all event‑related expenditures and revenues (registrations, sponsor ships). Provide regular updates on budget status, and after each event prepare a summary of financial outcomes.
• Registration & Attendee Management: Set up and oversee event registration processes (using our association’s event management system). Monitor sign‑ups, respond to attendee inquiries, and send pertinent information to registrants (confirmations, schedules, location details). At the event, manage on‑site registration check‑in, badges, and assist attendees with questions.
• Agenda & Program Coordination: Work with internal committees or leadership to develop event agendas and schedules. Coordinate with speakers and presenters: send invitations or confirmations, collect session details and biographies, arrange any travel or accommodation needs, and ensure they have what they need for their presentations. Prepare event materials like agendas, programs, and speaker bios for attendees.
• On‑Site Event Leadership: Serve as the on‑site lead for meetings and events. Oversee set‑up arrangements (room layout, seating, stage, technical setup) and ensure the event runs on schedule. Proactively identify and resolve any issues during the event – e.g., last‑minute program changes or technical difficulties. Coordinate event staff and volunteers, assigning tasks and providing guidance to ensure smooth operations.
• Post‑Event Evaluation: Conduct post‑event wrap‑up activities. This includes supervising teardown, reconciling vendor invoices, gathering attendee feedback (via surveys or feedback forms), and documenting lessons learned. Prepare reports on event attendance, satisfaction, and key outcomes to inform future planning.
• Support Membership & Marketing Efforts: Collaborate with the communications team to promote events to our members and the public (e.g., contributing event details for email blasts, social media, website). Assist in developing promotional materials or coordinating sponsor recognition as needed. Work closely with membership staff to ensure events provide value to current and prospective members.
• Other Related Duties: Manage any sponsorship or exhibitor arrangements for events – send out sponsorship prospectuses, handle inquiries, and coordinate exhibitors’ logistics (booth setup, etc.). Stay informed on industry best practices in meeting planning and contribute ideas to continuously improve our events. other event‑related or administrative tasks as required to support the…