Job Title: Meeting Planner
Organization: SFFMA
Location: Austin, TX
Job Type: Full-time (Exempt)
Benefits: SFFMA offers a comprehensive benefits package including health insurance, dental and vision coverage, a 401(k) retirement plan with employer matching, and paid vacation (as well as paid holidays and personal days).

Overview:
SFFMA is seeking a Meeting Planner to join our team and take charge of planning and executing the association’s meetings and events. This role is pivotal in ensuring our conferences, workshops, and meetings are successful, engaging, and aligned with our mission. The Meeting Planner will oversee events from conception through completion – handling everything from venue selection and vendor negotiations to day-of-event coordination and post-event evaluation. The ideal candidate is highly organized, detail-oriented, and excited about delivering exceptional event experiences for our members and stakeholders.

Key Responsibilities:

• Event Planning & Coordination: Plan and coordinate all logistical aspects of association events (annual conferences, member meetings, seminars, etc.). Develop event plans, timelines, and schedules; manage event checklists to ensure all tasks are completed on time.
• Venue & Vendor Management: Research and secure event venues, and negotiate contracts with venues, caterers, hotels, A/V providers, and other vendors. Coordinate all vendor services (food/beverage, audio-visual, décor, etc.) to meet event requirements and budget. Maintain strong relationships with suppliers to ensure quality service and cost-effectiveness.
• Budgeting and Reporting: Create event budgets and manage expenses to stay within approved limits. Track all event-related expenditures and revenues (registrations, sponsorships). Provide regular updates on budget status, and after each event prepare a summary of financial outcomes.
• Registration & Attendee Management: Set up and oversee event registration processes (using our association’s event management system). Monitor sign-ups, respond to attendee inquiries, and send pertinent information to registrants (confirmations, schedules, location details). At the event, manage on-site registration check-in, badges, and assist attendees with questions.
• Agenda & Program Coordination: Work with internal committees or leadership to develop event agendas and schedules. Coordinate with speakers and presenters: send invitations or confirmations, collect session details and biographies, arrange any travel or accommodation needs, and ensure they have what they need for their presentations. Prepare event materials like agendas, programs, and speaker bios for attendees.
• On-Site Event Leadership: Serve as the on-site lead for meetings and events. Oversee set-up arrangements (room layout, seating, stage, technical setup) and ensure the event runs on schedule. Proactively identify and resolve any issues during the event – e.g., last-minute program changes or technical difficulties. Coordinate event staff and volunteers, assigning tasks and providing guidance to ensure smooth operations.
• Post-Event Evaluation: Conduct post-event wrap-up activities. This includes supervising teardown, reconciling vendor invoices, gathering attendee feedback (via surveys or feedback forms), and documenting lessons learned. Prepare reports on event attendance, satisfaction, and key outcomes to inform future planning.
• Support Membership & Marketing Efforts: Collaborate with the communications team to promote events to our members and the public (e.g., contributing event details for email blasts, social media, website). Assist in developing promotional materials or coordinating sponsor recognition as needed. Work closely with membership staff to ensure events provide value to current and prospective members.
• Other Related Duties: Manage any sponsorship or exhibitor arrangements for events – send out sponsorship prospectuses, handle inquiries, and coordinate exhibitors’ logistics (booth setup, etc.). Stay informed on industry best practices in meeting planning and contribute ideas to continuously improve our events. Perform other event-related or administrative tasks as required to support the team.

Qualifications:

• Skills:
  • Event Planning Expertise: Solid knowledge of all aspects of event logistics, including venue selection, vendor coordination, catering, A/V, registration management, and on-site execution. Able to multitask and oversee multiple projects/events at once while maintaining attention to detail.
  • Organization & Time Management: Exceptional organizational skills with the ability to create detailed plans and juggle competing priorities and deadlines. Capable of working independently to drive projects forward and meeting tight timelines.
  • Communication: Excellent written and verbal communication skills. Comfortable engaging with high-level stakeholders (board members, sponsors, speakers) as well as providing friendly customer service to attendees. Strong interpersonal skills and a collaborative team-oriented attitude.
  • Negotiation & Problem-Solving: Negotiation skills to secure favorable terms with venues and vendors. Creative problem-solving ability to address last-minute changes or challenges during event planning and execution. Remains calm and resourceful under pressure.
  • Computer Proficiency: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook). Experience with event management software or CRM systems for registrations and membership data is preferred (training can be provided). Familiarity with virtual meeting platforms (Zoom, etc.) and online registration tools is a plus.
  • Flexibility: Ability to travel locally and occasionally out-of-town for site visits and to attend events. Willingness to work evenings or weekends when events are scheduled (approximately 10-15% of the time, depending on event calendar). A valid driver’s license and ability to lift modest loads (e.g., a box of conference materials) are sometimes necessary.

• Education: Bachelor’s degree in Hospitality Management, Event Planning, Communications, Business, or a related field preferred. (Equivalent professional experience in meeting planning may be considered in lieu of a degree.)
• Experience: 3+ years of experience in meeting or event planning, preferably in a nonprofit or association environment. Proven track record of managing conferences, seminars, or large meetings from start to finish is highly desired. Experience negotiating vendor contracts and managing event budgets is required.
• Certification: Certified Meeting Professional (CMP) credential is a plus (or willingness to obtain certification). Participation in professional associations for event planners is viewed favorably.