STARTING SALARY RANGE: $39,358 - $44,278 annually, plus excellent benefits
POSITION TITLE: Meeting Planner
DEPARTMENT: Marketing & Outreach
Plans Marketing & Outreach events each year. Works as part of a team to ensure meeting expenses are within established budgets and details of program setup are correct. Assist with soliciting sponsorship revenue for events and performs administrative duties related to sponsorships.
Assist in planning on-site aspects of the Annual Meeting, Bar Leaders Conference, New Lawyers Induction, Law Day celebration and all Supreme Court and Court of Criminal Appeals retirement and investiture receptions each year. Includes reconciliation of invoices, room setup, food & beverage and audio/visual requirements, and other conference logistics. Works as part of a team to ensure meeting expenses are within established budgets and details of program setup are correct.
Establish and maintain contact with relevant hotel/facility personnel to obtain necessary information such as room assignments, floor plan diagrams, menus, internet, and parking options/costs. Prepare the Meeting Prospectus for the facility that contains the logistical details of the seminar such as staff reservations, meeting times, food selections, A/V equipment, room setup needs, etc.
Work with several programmers within the State Bar to communicate crucial Annual Meeting information and gather planning details and specific needs for each section’s meeting(s). Ensure all necessary information is collected/submitted by predetermined deadlines.
Assist with future contract negotiations for Annual Meeting between the State Bar and the meeting venues.
Develops registration brochure and on-site event guide. Also assist in development of certain promotional materials and TBJ ad creative to facilitate higher meeting attendance. Update event websites/web pages to ensure they always reflect the most accurate and up-to-date meeting information.
Assist with Annual Meeting sponsorships and exhibit sales and implementation.
Review, code, and prepare invoices each fiscal year. Negotiate/resolve any discrepancies. Handle all billing disputes. Highlight critical budgeting and contracting information to assist planning and budget teams.
Responsible for approving hotel/facility Banquet Event Orders. Attend in-house pre-conference meetings 2-3 days prior to each seminar to inform/discuss on-site logistics.
Travel to meeting sites to inspect facilities and develop business relationships with hotel/facility personnel. Attend pre-con meetings onsite with facility personnel to ensure expectations are understood and met. Travel to assist in presentation of seminar and supervise its facility-related logistics.
Develop menus for all food & beverage functions while adhering to contracted minimums and budget.
Create pricing sheets to provide prior and current year food & beverage costs and actual attendance data to assist in pricing of events.
Performs other duties as assigned.
Certified Meeting Professional designation required or working towards the designation, 3 years meeting planning experience required, Bachelor’s degree preferred. Knowledge of contracts and hotel procedures required. Demonstrated negotiation skills required. Must have excellent organizational and communication skills, individual initiative and the ability to assume responsibility, exercise sound judgment, and work under considerable pressure without close oversight. Must be able to interact with the public in a pleasant and effective manner, and maintain effective relationships with Bar leadership, volunteers, hotel staff, and department staff. Knowledge of word processing and excel spreadsheet software required. Frequent travel required.
Additional Salary Information: annually, plus excellent benefits
Internal Number: 20-015-2140
About The State Bar of Texas
The State Bar of Texas is an administrative agency of the judicial branch in Texas. Every licensed attorney is a member of the State Bar, which provides a wide array of services to its members and the public.