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.