Type:

full-time

Job Description:

Job Description Title:

Meeting Planner Location:

Chicago, IL (Hybrid - Two days in the office)

Type:

Full Time, Experienced Education:

4-year degree preferred

Overview:

This position provides a unique opportunity for an individual to lead the timely and accurate management and administration of conference services for all LUGPA's Meetings and Conferences.

Primary Duties:

Board and Committee Meetings:

Advise on site section and negotiate contract(s) Provide logistical details to facilities to include, but not limited to, room set-up requirements, menus, guarantees and housing. Secure necessary audio visual or other equipment. Manage multiple deadlines to ensure logistics are communicated to facilities/service providers on time. Responsible for preparing and distributing meeting logistic information to staff prior to meeting. Establish master accounts with facilities, prepare and track deposits and provide appropriate tax-exemption forms when necessary. Manage post-meeting financial reconciliation of meeting invoices, including hotel and other general vendor bills. Maintain committee meeting calendar to ensure all future meetings are listed. Make recommendations regarding off-site dinner venues. Suggests and advises on new procedures for Committee Meeting management. Assist association staff with budget preparation and documentation for Board and Committee Meetings. Frequent contact with association staff, association members, vendors, and hotel staff.

Specialized, Mid-Year and Annual Conferences:

Advise on site section and negotiate contract(s) Assists with the housing, food and beverage documentation, banquet event orders, room layouts and other renderings supporting the programs and events for all meetings. Manage multiple deadlines to ensure logistics are communicated to facilities/service providers on time. Manage the planning for the affiliate meetings at all conferences. Manage the event specifications for exhibit hall. Responsible for administration of supporting services, including but not limited to: AV, telephone and internet services, electrical requirements, furniture and computer requests at all Conferences. Duties include identifying services needed and schedules, developing and implementing contracts, post- meeting reports and financial reconciliation. Establish master accounts with hotel, prepare and track deposits and provide appropriate tax-exemption forms when necessary. Manage pre-meeting financial projections, as well as post-meeting financial reconciliation of meeting invoices, including hotel and general vendor bills for services contracted. Suggests and advises on new procedures for logistics management at all Conferences. Manage hotel blocks. Make travel arrangements for attendees at annual meeting. Assist staff with budget preparation and documentation for all Conferences. Frequent contact with association staff, association members, vendors, and hotel staff. Assist with reports and arrival/departure manifests for each meeting. Coordinate all aspects of any site inspections & future meeting explorations when applicable. Prepare site inspection agenda and schedule meetings with hotel and contractors. Coordinate Travel and other logistics for representatives in attendance. Attend Site inspections and Future meeting explorations. Event set up and registration coordination through CVENT and in member database (MemberClicks) for approximately 10 meetings of various sizes each year. Reconcile invoices and housing report from hotel and AV vendor. Virtual Meetings Provide assistance in managing virtual meeting programs, including, but not limited to contracts with technology companies, speaker contracts and honoraria processing, attendee mailings and attendee hospitality services. Virtual meeting set up and oversight (Teams, Zoom). Requirements Education, training, experience: Bachelor's degree required. 3-5 years of related professional experience required. Association experience preferred. CMP preferred. 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