Meeting Planner

Description

Meeting Planner

• Position Summary
• The Meeting Planner plans, coordinates, and executes federal government meetings, conferences, trainings, workshops, and related events. Working independently or under the direction of a Senior Conference Planner or Project Director, the Meeting Planner manages assigned events and ensures that logistical, administrative, travel, registration, and production requirements are completed accurately and on schedule.

Key Responsibilities

• •Plan and coordinate government meetings from initiation through closeout.
• •Develop and maintain meeting timelines, checklists, task trackers, budgets, and planning documentation.
• •Coordinate venue sourcing, hotel room blocks, meeting rooms, food and beverage, audiovisual services, transportation, signage, and other logistical requirements.
• •Manage attendee registration and maintain accurate participant records and reports.
• •Prepare and distribute invitations, confirmations, reminders, logistical information, and other attendee communications.
• •Coordinate speaker and presenter logistics, including presentation collection, biographies, audiovisual requirements, and scheduling.
• •Coordinate travel arrangements and reimbursement documentation for government-sponsored travelers, when required.
• •Work directly with hotels, vendors, and subcontractors to obtain pricing, confirm requirements, and monitor service delivery.
• •Participate in site visits and pre-conference planning meetings.
• •Develop banquet event order reviews, rooming lists, function schedules, onsite staffing assignments, and meeting materials.
• •Coordinate accessibility, security, and other participant requirements.
• •Provide onsite meeting management, including registration desk operations, room monitoring, speaker support, vendor coordination, and troubleshooting.
• •Support virtual and hybrid meetings using platforms such as Zoom, Teams, Webex, or comparable technologies.
• •Track meeting expenses, vendor invoices, participant reimbursements, and supporting documentation.
• •Prepare meeting summaries, attendance reports, evaluation results, and closeout documentation.
• •Maintain organized electronic meeting files in accordance with project and government requirements.

Minimum Qualifications

• •Bachelor’s degree in hospitality, event management, communications, business administration, or related field preferred; equivalent relevant experience may be considered.
• •Minimum 4–6 years of professional meeting-planning experience, including prior direct experience supporting meetings, conferences, or events for federal government agencies or other government clients.
• •Demonstrated experience coordinating hotels, audiovisual services, registration, travel, vendors, and onsite meeting operations.
• •Working knowledge of federal meeting environments, government approval processes, GSA per diem rates, accessibility requirements, and applicable federal travel requirements.
• •Strong organizational skills with demonstrated ability to manage multiple meetings and competing deadlines simultaneously.
• •Excellent customer service, written communication, attention to detail, and problem-solving skills.
• •Proficiency with Microsoft Office/Google Workspace and meeting registration and virtual-event platforms.
• •CMP, CGMP, or similar certification preferred.