Meeting & Convention Coordinator

Meeting & Convention Coordinator
- Hybrid in Glen Burnie, MD

About the Company and Overview of the Meeting & Convention Coordinator role:

• CFS is partnering with a nationally recognized professional association to find a Meeting & Convention Coordinator to join their team. The organization supports a large network of professionals through high-impact programs, thought leadership, and collaborative initiatives. Employees are part of a mission-driven environment focused on improving outcomes and supporting professional growth.
• The Meeting & Convention Coordinator handles all logistical arrangements for assigned internal and external meetings including site and vendor selection, rate and meeting room negotiation, housing and registration, room set-up, food and beverage requirements, and more.
  • The Meeting & Convention Coordinator role begins on a contractual basis and will become permanent for the right candidate
• Reports directly to the Meetings Manager

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Key Responsibilities of the Meeting & Convention Coordinator:

• Coordinate all event logistics, including food and beverage services, audiovisual requirements, room configurations, hotel accommodations, transportation arrangements, and other related needs
• Manage budgets related to meeting logistics and event execution
• Review and code invoices, ensuring accurate billing and financial reconciliation following each meeting
• Plan and coordinate assigned meetings and events, including laboratory courses, internal committee meetings, staff retreats, coding courses, and both in-person and virtual educational programs
• Provide operational support and maintain specifications and event details for assigned areas
• Manage travel and hotel accommodations
• Support additional Annual Meeting activities, special projects, and on-site meeting operations as needed
• Solicit and evaluate proposals from hotels, convention bureaus, and venues through phone and email communications. Prepare bid comparisons and collaborate with department contacts to identify preferred venues
• Conduct venue and site research as needed and present findings and recommendations to department stakeholders
• Negotiate hotel room blocks, meeting space, and vendor agreements. Assist in the selection of audiovisual providers, entertainment, speakers, and other vendors, and review contracts with the Meetings Manager
• Plan internal meetings and events as assigned, including communication with faculty, facilities teams, and executive leadership. Prepare welcome materials for faculty, vendors, and attendees, and process faculty reimbursements
• Travel to event locations when required to oversee on-site operations, including room set-up, registration, audiovisual services, sponsor areas, and food and beverage execution
• Reconcile and code hotel and vendor invoices for submission to Finance and distribute copies to the appropriate department contacts
• Coordinate with the organization's designated travel agency to facilitate attendee reservations through phone and online booking systems. Arrange travel and lodging for department-specific meetings as needed
• Travel to the Annual Meeting to support room inspections, social events, and other operational responsibilities
• Lead venue selection, contract negotiations, and meeting space arrangements for assigned events
• Perform additional duties and special projects as assigned

Qualifications for the Meeting & Convention Coordinator:

• 2-6 years of experience with event coordination and management
• CMP (certified meeting professional) preferred but not required
• Experience using event software such as Swap Card or Session Board a plus
• Strong attention to detail, writing skills, positive attitude, and team player
• Candidates must be comfortable traveling to meetings up to 4x per year and comfortable working one weekend on average per month

Schedule: M-F 40 hours per week. 2 days in office in Glen Burnie, MD, 3 days work from home.
Salary: $63,000-$65,000

#INJUL
2026

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