Our company provides full-service management to trade and professional non-profit associations, as well as specialized services including program development, financial management, membership oversight, and event planning. We are seeking a full-time Meeting Planner for the development and planning of in-person, virtual and hybrid meetings for two client associations.
The Meeting Planner is responsible for the development, planning, organizing, management, administration, marketing, profitability, and effectiveness of the various conferences, seminars, and trade shows.
Develop, implement and manage an on-going marketing campaign to promote event, including, but not limited to: development of meeting promotions; drafting copy and design; working with vendor and partners, marketing timelines and mailing lists; utilizing e-mail platforms such as Constant Contact, Mail Chimp, AMS related e-mail capabilities; drafting press releases to promote the event.
Serves as primary liaison to speakers, overseeing all of their needs, proactively obtaining necessary information, and organizing information on company VPN.
Oversee the planning, selection, implementation, content development and launch of mobile and desktop meeting app.
Monitors attendance periodically; creates reports and works closely with meeting registrar to ensure accuracy and gauge registration trends.
Creating event budgets; monitoring actual to budget; creating reports.
Utilizes virtual event platforms such as Zoom, WebEx, Go-To-Meeting and virtual conference platforms; manages the process for preparing platforms for event launch.
Manages and directs logistics, including tours, transportation, activities, menu selection, guarantees, billing and all specifics of meeting planning.
Manage the sponsorship program including development offerings, pricing structure, and marketing of the program, tracking, and reporting. Brings a creative approach to attracting sponsors.
Manages the exhibitor program (in-person and virtual), including booth selection process, drayage coordination, development of forms, overseeing process with volunteers and coordinators, creating reports, and communication to vendors.
Works with vendors, including DMC’s, hotels, convention facilities, transportation companies.
Serves as on-site liaison to the conference facility seeing to attendees’ needs, and speakers’ needs.
Manages & directs the meeting registration process for association meetings.
Participates, when possible, in strategic planning.
Coordinating and managing the Planning Committee, including scheduling, taking minutes, and communicating company meeting planning functions/responsibilities to volunteers, offering ideas to elevate the level of the event (networking, technology, creative ideas, etc.
Develop and manage RFP process for hotel bids, including concessions.
Prepare and present board reports when required.
Use strong writing skills to develop, proof, and edit marketing material.
About the Company:
We are a growing Association Management Company in Forest Hill, MD, with opportunities for advancement and we promote a collaborative, team-oriented workplace. As an equal opportunity employer, we are committed to diversity, equity and inclusion. Our differences fuel excellence and we strive to create an environment where every individual is valued and feels empowered to bring their full, authentic self to work. Candidates of all backgrounds are encouraged to apply.
Applying for this position:
Please provide a cover letter with salary requirements, when applying for this position.
No phone inquiries will be accepted.
Education & Experience – A bachelor’s degree and three years’ of experience in association and/or meetings field, preferred. International meetings experience preferred.
Skills, Knowledge & Abilities –Proficiency in Microsoft Office Suite including Outlook, Word, and Excel. Knowledge of web-based technology and social media platforms required. High degree of organization and attention to detail. Excellent verbal and written communication skills, including business writing and event (marketing copywriting). Familiarity with project management software such as Basecamp. Exceptional customer service attitude. Ability to manage multiple projects at once and move projects ahead efficiently in a deadline driven environment. Possess a positive team-player attitude and is a self-starter. Ability to lift up to 35lbs., as needed. Must be able to stand for 8-15 hours a day, when attending conferences.
Travel –travel for 3-4 events per year (some international travel).
Job Location – This is predominantly a telecommuting position.
Telecommuting is allowed.
Additional Salary Information: Benefits:
Benefits include paid vacation and sick days, health insurance (employer pays 95% of premium for individual coverage), dental insurance, vision insurance, life insurance, retirement plan match, additional voluntary benefits, Employee Assistance Program, and professional development support.
About Stringfellow Management Group
Accredited Baltimore-area Association Management Company.