Meeting Planner

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.