Conference & Events Planner

Why RTI

RTI International is an independent, scientific research institute dedicated to improving the human condition. Our vision is to address the world's most critical problems with technical and science-based solutions in pursuit of a better future. Clients rely on us to answer questions that demand an objective and multidisciplinary approach—one that integrates expertise across social, statistical, data, and laboratory sciences, engineering, and other technical disciplines to solve the world’s most challenging problems.

We believe in the promise of science and technical solutions, and we push ourselves every day to deliver on that promise for the good of people, communities, and businesses in the US and around the world. If you are looking for the opportunity to make a real difference, RTI is the place for you.

This position is within the newly established Institute-wide integrated brand and marketing function. This team is a part of an evolving marketing and brand ecosystem designed to power institutional growth, strengthen market presence, and deliver consistent, high-value experiences across the buyer journey.

The Conference and Events Planner will independently manage and support the planning and coordination of the institute’s participation in external conferences and trade shows and oversee logistics for a high volume of onsite meetings and events on campus. Working within a small, centralized team, this role manages multiple concurrent, time‑sensitive projects and is responsible for full lifecycle event logistics, cross‑functional coordination, vendor management (including an external exhibit warehouse), shipping and asset management, and post‑event reconciliation.

This role will report to the Manager, Conference and Events. The role will be based in RTP, NC.

• Plan and execute logistics for in‑person conferences, trade shows, and institute‑hosted onsite events and meetings.
• Manage the institute’s exhibit and events calendar, tracking deadlines, milestones, and required approvals across a large portfolio of activities.
• Serve as a primary point of contact and liaison for internal clients, the executive team, marketing/communications partners, brand, facilities, security, GTS/AV, and external vendors.

• Manage the Meeting Room Manager calendar for all institute‑managed rooms, including reservation intake, scheduling, and updates.
• Coordinate with requestors on availability, room selection, event requirements, and risk assessment.
• Obtain and track required approvals for outside guests, in alignment with campus security protocols and the visitor management system.
• Collaborate with facilities, security, and GTS to manage the shared events spreadsheet, ensuring room sets, AV/Zoom/tech, and security needs are clearly documented and executed.
• Coordinate catering orders with the in‑house caterer, including menu selection, dietary needs, headcounts, and budget parameters.
• Support high‑visibility and executive‑level meetings and events, including those involving the institute’s executive leadership team.
• Conduct on‑campus site visits and pre‑event walk‑throughs as needed to confirm room setups and logistics for higher‑profile or complex events.
• Provide day‑of onsite support for larger events and higher‑risk meetings to ensure smooth execution and serve as the primary logistics point of contact.

• Lead planning and logistics for external conferences and trade shows, in partnership with the team’s marketing lead and the sponsoring group or business unit.
• Manage registration and sponsorship procurement, exhibit space selection, and required show services (e.g., furnishings, electricity, internet, carpet, material handling).
• Coordinate design, production, and shipment of booth properties, collateral, and swag; provide creative input on booth layout, attendee engagement, and overall experience, in collaboration with the institute’s brand function.
• Order and maintain tradeshow swag and giveaways for use across conferences and events, working with RTI’s online swag store and the designated internal point…