Meeting Manager – Registration & Focus

A BRIEF SUMMARY OF THIS REALLY AWESOME JOB:

Do you have experience in planning (and executing!) corporate, incentive and/or association meetings and events, and do you love it? This role is responsible for working with our customers to plan and execute meetings and events of varied scope and sizes, with a focus on housing and registration. This position is responsible for operations; event agenda and design; budget development (cost estimates, P&L’s, budgets);

client relations; program profitability; and day-to-day pre-operations management with a focus on building registration websites, managing rooming lists, packing and shipping supplies, QC processes, and other logistical assignments to help facilitate a variety of meetings and events. The Meeting & Event Manager interacts regularly with program venues and vendors. Support duties will vary, but can be administrative or tactical. Planning and executing events, exhibit management, or speaker management are some of the additional responsibilities that may be required in your day-to-day work.

Although we have team members responsible for creative proposals and hotel sourcing, any experience in these areas will be regarded as a value-add to our company, and, as part of our collaborative environment, you will have the opportunity to be as creative as you want! In short, we have a lot of really great clients, and we need a fun, energetic team member to help us plan and execute events — from one-night galas to multi-week conferences for 20,000 people.

We promise you won’t be boredand will have a great time in our dynamic environment!

SOUNDS GREAT! BUT WHAT DOES THE JOB REALLY ENTAIL?:

The Bulk of the Job — Meeting Operations:

• Project Management! Overseeing the project timeline and managing day‑to‑day tasks, milestones, and client expectations.
• Communication! Ability to communicate effectively and manage multiple vendors onsite at once during program execution.
• More communication! Ensure accurate and efficient professional communication between the client, hotel, vendors, attendees, and GET employees.
• We are all about communication! Prepare correspondence and in‑house communications in accordance with GET's written communications standards, and proofread the communications of other department members, where required.
• Develop, manage, and maintain online event registration platforms such as get registered, Cvent, Swoogo, Rain Focus, and/or similar systems.
• Process attendee registrations, confirmations, and modifications.
• Provide customer support for registration inquiries via email and phone.
• Create and format reports (arrival/departure manifests, rooming lists, attendee lists, etc.).
• Manage and QC registration data/reports and changes, communicate changes to hotel/vendors.
• Meeting app development and maintenance.
• Serve as the primary contact for hotel room blocks and housing arrangements.
• Work with hotels to manage room inventory, attrition, and cutoff dates.
• Process room reservations, changes, and special requests.
• Assist attendees with housing‑related inquiries and troubleshoot issues.
• Reconcile final housing reports and ensure accurate billing.
• Merge Excel reports to create badges, departure notices, and other attendee materials.
• Creation, execution, and shipping of printed materials (name badges, signage, attendee lists, etc.).
• Pack, create, and print labels, and ship supplies onsite for programs.
• Keep inventory of meeting materials, packing and shipping materials; as well as place special orders for needed supplies.
• Work with accounting to compile and review client invoicing and finalize billing.
• Manage and oversee the exhibit hall and expo vendors.
• Report weekly to a Senior Director and provide updates, as requested.
• Also …
  internal communication! Attend and contribute insight to staff meetings.

YEP, THAT’S ME!:

Ideal Candidate:

• Located in Florida (primarily a remote work environment).
• An ideal candidate would have a minimum of four years of experience as a meeting manager, leading teams and managing projects from start to finish, with at least two years focused on registration and/or housing in our industry.
• CMP certification preferred.
• Must be able to travel 20-35% of…