Join our High-Performance Team!

The Meetings Manager role is to plan three or more conferences from conception to completion. This will involve being a part of the established team of contractors, currently consisting of three individuals. This position reports to the Director of Meetings and works with all aspects of the conference planning process.

The Meetings Manager acts as the lead meeting planner on-site to ensure the conference is a success. The ideal candidate is a contractor in search of a great additional client. Must be highly detailed-oriented, have a positive attitude, and the willingness to take initiative, a strong work ethic, a creative edge, and a drive for excellence.

REQUIREMENTS:

• Must attend weekly calls and meetings (remote unless determined otherwise).
• Requires the planner to be on-site and available for all scheduled meetings (conferences and team meetings).
• CMP Certification is a plus.

DUTIES:

• Create the RFP (Request for Proposal) to hotels in designated cities that have been selected for the future.
• Responses of RFP’s are compiled, and a checklist is given on concessions, rates, etc. for interested hotels.
• Once the hotel is selected, the Meetings Manager reviews the contracts and present them to the company president.
• Create agenda for workshops and conference program.
• Confirm meeting space that matches current program.
• Create Kick Off PPT presentation with input from all departments.
• Give the marketing department any art, collateral they may need for the website, brochure, etc.
• Selects food & beverage options for conference (get recommendations for hotel chef and options)
• Send staff and speaker rooming list to hotel – update as needed
• Monitor rooming list and sends updates at least 12 weeks prior to conference.
• Send meeting specifications to hotel to formulate BEO.
• Send information about PPS group to convention service manager for hotel resume.
• Work with the decorating company to prepare a diagram and exhibitor kit for Sponsor Hall.
• Send the diagram and exhibitor kit to the PPS VP of Sponsorship to review; after final number of booths confirmed, get Fire Marshall approval.
• Give the final diagram and information to Sponsor Hall Floor Manager.
• Research, review, and recommend off site locations for workshop reception if applicable.
• Research and recommend locations for Board dinner.
• Review information with Speaker Manager – speaker tracker list to make speaker confirmations.
• Get audio visual bids for conference; compare options.
• Obtain bids for other vendors i.e., security for sponsor hall, florist for general session stage, transportation for offsite, Board, staff if necessary; others as needed.
• Send email confirmation to vendors 1 week prior to the conference.
• Make verbal confirmations to vendors a few days (2 days) prior to conference.
• Meet staff and give hotel tour prior to orientation meeting.
• On site – review rooming list daily, oversee food & beverage at each event i.e. breakfast, breaks, receptions, etc. Review banquet checks daily.

ONSITE DUTIES:

• Review rooming list daily, oversee food and beverage at each event i.e., breakfast, breaks, receptions, etc.
• Review banquet checks daily and partner with all meetings team contractors.
• Check room set ups to make sure it has proper set up; confirm with AV.
• On-site at all conferences with duties as assigned.