Event Planner

Managing Matters - an Association Headquarters company is seeking a highly motivated and detailed oriented Event Planner that has extensive experience with planning, coordinating and executing all activities related to meetings, special events, board and committee meetings, including hotel selection & accommodations, budget preparation, contract negotiations, audiovisual, and air/ground transportation for meetings of up to 1000 participants.

The Event Planner is responsible for organizing the program, logistics, and registration information for events, including meetings, education courses, and webinars. He/she works closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting.

APPLICATION INSTRUCTIONS

To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required. Our Hiring Promise: Your application will be reviewed by a human. We don't use AI to screen, assess, or select candidates. Our commitment to a human-led process ensures every applicant is evaluated fairly and transparently.

Essential Duties and Responsibilities

Meeting Planning

• Prepare draft budgets for meetings based on venue costs, event schedule, and historical performance
• Assist meeting committees with budgeting and planning by providing historical data and recommendations
• Compile and maintain a meeting preparation calendar for meeting committees and staff, showing tasks, responsibilities, and deadlines
• Meet deadlines on individual meeting planning timeline
• Initiate the bid process, send Request for Proposals and finalize contracts of all meeting contractors, including audiovisual, exhibition services, transportation, photography, and all off-site venues
• Prepare comprehensive post-meeting reports on hotel data, income, and expenses, and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chair's report to the Board
• Respond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activities
• Primary contact for meeting venues in planning and on-site management of meetings and education programs
• Work closely with volunteer planning committees and speakers
• Manage online proposal system
• Facilitate the use of the proposal system by the program selection committee
• Coordinate speaker communications
• Schedule sessions in contracted meeting space
• Track and communicate program and speaker changes

Promotion

• Assist meeting chairs in developing promotional plans by providing advice, historical data, and other research as necessary
• Facilitate creation and distribution of promotional meeting publications
• Arrange distribution and coordinate outreach to non-members
• Perform other activities as required.

Meeting Execution

• Coordinate vendor selection, communication, and contract oversight for AV, decorators, and other vendors
• Coordinate off-site venue selection, contract negotiation, and contract oversight
• Manage meetings and events on-site
• Plan menus, room sets, and audiovisual
• Work with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programs
• Plan flow on-site, including registration, signage, breakouts, etc.
• Create comprehensive staging guides for each meeting and event
• Oversee on-site meeting operations, including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees
• Work closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logistics
• Identify ways to improve meeting delivery consistent with professional meeting best practices

Administrative

• Monitor meeting budgets and update meeting chair and executive management on significant budget variances.
• Assist meeting committees with budgeting and planning by providing historical data and advice upon request
• Direct Meeting Coordinator on:
• Providing timely and accurate meeting status reports
• Manage registrations for all meetings and events
• Ensure the website is current and accurate for all meetings
• Follow and update meetings manual

What You'll Bring to the Table - Education, Experience, and Required Proficiencies

- At least 2-4 years' related association and meeting planning experience

- Bachelor's degree (or equivalent experience)

- CMP preferred

What sets us apart

• Association Headquarters (AH), a leading association management company, is thrilled to announce the acquisition of Managing Matters (MM), a Canada-based association management firm known for its innovative approach to client service and operational excellence. This strategic acquisition strengthens AH's position as a global leader in association management and enhances its ability to serve a diverse range of professional and trade organizations.

• With this acquisition, Managing Matters will integrate into AH's operations while maintaining its strong brand, client relationships, and dedicated team. The…