Conference Planner CONFERENCE

Civica Management is an association management company (AMC) serving nonprofit associations, professional societies, trade associations, and foundations. The Conference Planner is the lead planner and project manager for assigned client conferences, owning events from strategy, budgeting, and contracting through onsite execution, financial closeout, and post-event evaluation.

This is a true "soup-to-nuts" conference planning role. The Conference Planner touches all aspects of the attendee, exhibitor, sponsor, speaker, volunteer, vendor, and client experience. The planner owns the full picture while leveraging Civica's conference coordinators, association team members, finance staff, and external partners for support.

The successful candidate must be comfortable managing multiple association clients and event calendars simultaneously, shifting between different missions, volunteer leadership styles, budgets, systems, and priorities.

Candidates must have previous experience specifically planning conferences, not only general event experience such as galas, fundraisers, trade shows, hotels, or venue operations.

This is a remote position. Denver-area employees meet in a shared workspace one day a week.

• Lead association conferences, meetings, trade shows, and special events from planning through onsite execution, reconciliation, and debrief.
• Build and manage project plans, critical paths, production schedules, and decision calendars.
• Translate association goals, committee priorities, and budgets into actionable conference plans.
• Lead planning meetings with clients, volunteers, Civica teams, and external partners; document decisions, owners, and deadlines.
• Maintain visibility across event work streams and ensure deliverables stay on track.
• Anticipate challenges and develop contingency plans for operational, financial, vendor, venue, staffing, and attendee-experience risks.
• Identify opportunities to improve conference services, systems, and experiences.
• Support venue sourcing, RFP development, site selection, site visits, and contract negotiation.
• Manage hotel and venue relationships, including room blocks, concessions, meeting space, food and beverage, service requirements, and master accounts.
• Source, negotiate with, and manage vendors including audiovisual/production, catering, décor, transportation, security, internet, registration technology, signage, photography, and shipping.
• Review contracts, BEOs, diagrams, production schedules, orders, and invoices for accuracy and alignment with approved plans and budgets.

• Coordinate execution of general sessions, concurrent sessions, workshops, receptions, awards, and special events.
• Partner with client staff and volunteers on speaker communications, schedules, presentations, AV needs, travel, and onsite readiness.
• Develop event specifications, room sets, function schedules, signage plans, run-of-show documents, and onsite materials.
• Partner with registration staff on categories, pricing, deadlines, workflows, policies, reporting, badges, and onsite processes.
• Coordinate sponsorship and exhibit fulfillment, floor plans, exhibitor communications, signage, recognition, and onsite needs.
• Coordinate with membership, marketing, education, finance, and association staff to align conference activities with broader client priorities.

• Develop, manage, and forecast conference budgets with Civica finance staff and client leadership.
• Track registration, exhibit, sponsorship, and other event revenue alongside expenses and commitments.
• Make recommendations balancing attendee…