Meeting PlannerBizzell US

Description

Meeting Planner

Position Summary
The Meeting Planner plans, coordinates, and executes federal government meetings, conferences, trainings, workshops, and related events. Working independently or under the direction of a Senior Conference Planner or Project Director, the Meeting Planner manages assigned events and ensures that logistical, administrative, travel, registration, and production requirements are completed accurately and on schedule.

Key Responsibilities

• Plan and coordinate government meetings from initiation through closeout.
• Develop and maintain meeting timelines, checklists, task trackers, budgets, and planning documentation.
• Coordinate venue sourcing, hotel room blocks, meeting rooms, food and beverage, audiovisual services, transportation, signage, and other logistical requirements.
• Manage attendee registration and maintain accurate participant records and reports.
• Prepare and distribute invitations, confirmations, reminders, logistical information, and other attendee communications.
• Coordinate speaker and presenter logistics, including presentation collection, biographies, audiovisual requirements, and scheduling.
• Coordinate travel arrangements and reimbursement documentation for government-sponsored travelers, when required.
• Work directly with hotels, vendors, and subcontractors to obtain pricing, confirm requirements, and monitor service delivery.
• Participate in site visits and pre-conference planning meetings.
• Develop banquet event order reviews, rooming lists, function schedules, onsite staffing assignments, and meeting materials.
• Coordinate accessibility, security, and other participant requirements.
• Provide onsite meeting management, including registration desk operations, room monitoring, speaker support, vendor coordination, and troubleshooting.
• Support virtual and hybrid meetings using platforms such as Zoom, Teams, Webex, or comparable technologies.
• Track meeting expenses, vendor invoices, participant reimbursements, and supporting documentation.
• Prepare meeting summaries, attendance reports, evaluation results, and closeout documentation.
• Maintain organized electronic meeting files in accordance with project and government requirements.

Minimum Qualifications

• Bachelor’s degree in hospitality, event management, communications, business administration, or related field preferred; equivalent relevant experience may be considered.
• Minimum 4–6 years of professional meeting-planning experience, including prior direct experience supporting meetings, conferences, or events for federal government agencies or other government clients.
• Demonstrated experience coordinating hotels, audiovisual services, registration, travel, vendors, and onsite meeting operations.
• Working knowledge of federal meeting environments, government approval processes, GSA per diem rates, accessibility requirements, and applicable federal travel requirements.
• Strong organizational skills with demonstrated ability to manage multiple meetings and competing deadlines simultaneously.
• Excellent customer service, written communication, attention to detail, and problem-solving skills.
• Proficiency with Microsoft Office/Google Workspace and meeting registration and virtual-event platforms.
• CMP, CGMP, or similar certification preferred.