Position Overview: 

The Meetings and Events Planner is responsible for the development, coordination and execution of logistics for meetings and events including large conferences, workshops, special events, professional meetings, both international and domestic, and live virtual events. 

Reporting to the Director, Meetings and Events, they will manage assigned projects, meeting with Science Partnerships project lead staff, developing and managing project budgets, research and inspect fit-for-purpose meeting sites, and negotiate with vendors. In partnership with a meeting coordinator, the planner arranges parking, transportation, signage, catering, marketing, advertising, necessary permits, security, A/V, and event registration.  The Meetings and Events Planner is responsible for overseeing the tick-tock of each meeting or event including but not limited to event management tools and software, adherence to budgets, timelines, processes and procedures, and internal and external relations. The Planner takes action to solve problems or issues that routinely arise in assigned areas based on changing needs and escalates to Meetings and Events leadership, when required.  

Key Responsibilities 

Event Planning 

• 
  

  Source venues appropriate for meetings and negotiate contracts per internal guidelines. Oversee all aspects of hotel arrangements including rooming list, meeting space, food and beverage, and audio/visual equipment. 

  
  

• 
  

  Oversee the coordination of logistical aspects of virtual, hybrid, and in-person meetings and events, including but not limited to, virtual event platforms, hotel rooming lists, meeting room layouts, food and beverage, and audio/visual needs. 

  
  

• 
  

  Communicate with event-related vendors regarding all preplanning needs and manage related operations onsite. 

  
  

• 
  

  Anticipate and resolve issues with project schedules, resources, and budgets. 

  
  

• 
  

  In partnership with a meeting coordinator, oversee travel arrangements ensuring excellent traveler outreach, communication, data tracking, updates and compliance with established processes. 

  
  

• 
  

  Oversee the life cycle of meetings, conference and special event registration including creating and managing invitations, developing the registration process and communication pieces. 

  
  

• 
  

  Manage all meeting collateral and production timelines ensuring that materials are professional and appropriately reflect the organization’s standards, thus ensuring quality control. 

  
  

• 
  

  Oversee and reconcile meeting, conference and special event expenditures to deliver on or below budget objectives while keeping the project leader and finance staff informed on all budget related activities. 

  
  

• 
  

  Update tasks in project management software on an ongoing basis. 

  
  

• 
  

  Assist with assigned departmental tasks such as inventory, as needed.