Corporate Meeting and Event Planner

Corporate Meeting and Event Planner
Start: Immediate
Duration: 12/31/2026 w/likely extension
W2 hourly Pay Rate: $37.00
Location: 100% Remote From EST or CST
This role is dedicated to one main VIP client group (healthcare) and is very high-touch. Seeking someone organized, detail-oriented, professional, and a strong background is preferred. The team needs someone who can hit the ground running. Client will certainly provide training on their processes but is knowledgeable with a min of 3+ years of planning experience.
Job Overview:
Meeting/Event Planning process
o Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program.
o Identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet needs of participants, identifies successful criteria for evaluation of meeting and determines technology requirements.
o Proactively escalates potential client, program, or delivery issues for timely resolution.
o Preforms time tracks as requested by management.
Facilities & Services
o Determines appropriate geographical location and venue.
o Identifies services required, and coordinates security procedures.
o Plans, orders, and oversees technology requirements.
o Conducts a pre-meeting briefing and post-con with suppliers and facility providers.
o Plans/creates agendas for site inspections.
Financial & Contract Management
o Identifies ancillary revenue sources and/or cost savings opportunities.
o Develops budget for meeting which may include vendor contract negotiations.
o Ensures completion of payment and /or billing process.
o Manages according to the budget.
o Conducts RFP process and determines fees for participation.
o Responsible for group reporting requirements.
o Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.
Logistics
o Establishes invitation/registration procedures, assesses risk management to determine insurance and operations needs, and determines exhibitor booth assignments/setup process.
o Secures and communicated transportation/travel arrangements.
o Determines setup for function rooms including seating and AV.
o Manages all food and beverage needs.
o Prepares and reviews housing reports in a timely manner.
o Coordinates shipping of materials.
o Complies with M&E technology usage as required.
Program
o Secures speakers/entertainment and manages contractual relationship.
o Determines food and beverage requirements that support program objectives.
o Arranges ancillary programs in conjunction with the meetings including pre/post meeting activities.
o Arranges media and PR activities for program.
o Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
o Travels onsite for assigned programs acting as the business lead meeting owner.
o Collaborates with onsite Lead Travel Director.
Experience & Education:
o 3 years of meeting/event management or customer service experience in hospitality.
o CMP or formal project management designation preferred.
Knowledge, skills, and abilities (KSAs)
o Good knowledge of Microsoft Office products.
o Knowledge of Project Management procedures.
o Travel industry knowledge preferred.
o Knowledge of electronic meeting management tool preferred.
o Excellent oral/written communication skills to communicate internally/externally.
o Strong critical thinking, attention to detail, customer service and negotiation skills.
o Strong organization skills that can coordinate multiple resources.
o Ability to remain calm in fast-paced stressful situations.
o Able to set priorities and multitask.
o Ability to work as a team player and be self-motivated.
o Ability to process financial information.
o Ability to travel to events as necessary.
o Ability to learn quickly and solve problems in a timely manner

Work arrangement
Yes