| Job Description : |
Overview:
Excellent Growth Opportunity for a junior -level meeting planner to work for a premier Association Management Company
WJ Weiser, a subsidiary of Naylor Association Solutions, is seeking a junior-level meeting planner to provide full turnkey planning, coordination, execution and evaluation of client meetings. The Meeting Planner will be responsible for overall meeting management, budgeting, advance and onsite planning and logistics, and communication with client program’s Associate and Executive Directors.
Responsibilities:
Meeting Planning
Plan and manage all meeting logistics including but not limited to AV, F&B, individual and group ground transportation, space planning, rooming lists/pick up reports, offsite events, entertainment, amenities, billing reconciliation, commission tracking and post meeting related tasks
Plan and participate in site inspections and planning meetings and collaborate with CVBs and DMCs as needed
Plan ancillary events such as dinners, entertainment golf, tennis, tours at the best price
Contracts
Identify and ensure conflicts are posted on master calendar
Prepare RFP based on client requirements and distribute to appropriate contacts based on understanding of market (NSO, CVB, direct to hotel), compile and review responses and make recommendations to lead
Contact venues for proposal follow up
Participate on site visits when needed
Negotiate terms to WJW contract template and client-specific needs
Complete contract checklist
Financial Responsibilities
Create meeting budget a minimum of 6 months prior to the meeting
Control risks associated with attrition, cancellation and aggregate spend by supplying report updates as needed
Work with lead to make sure expenses are in-line with prior year
Ensure hotel, vendor and supplier invoices are paid in a timely manner
Finalize and review hotel bill reconciliation prior to bill payment
Review Budget-to-Actual post-meeting and reconcile with Accounting
On-site
Schedule and participate in precon meeting with hotel and AV leads
Check room sets to specs and take action when there are discrepancies
Set up registration desk and assist onsite team with attendee check-in and questions as needed
Confirm AV partners are meeting the requirements of the meeting
Manage and direct vendors, hotel staff and suppliers
Ensure directional signage is placed and changed as needed according to program
Review banquet checks and no show reports daily
Handle issues as they arise
Collaboration
Association directors – work closely with client lead to develop and manage meeting strategy, goals and outcomes
Industry relations team – coordinate room assignments, move in/out schedules, floorplans, AV/F&B needs for exhibit hall and industry sponsored symposium, shipping details and order forms for industry partners
Publications – review and edit publications, route design order form, inventory directional signs and order additional as needed, contact hotels for information needed for meeting website (photos, ground trans info, local info, etc.)
IT – route help desk tickets for changes to meeting website content
CME – ensure compliance with client policies and procedures
Logistics – prepare and route packing list
Qualifications:
Bachelor’s degree in hospitality or equivalent field
2+ years direct work experience in meeting, conference, special event planning; association/medical meetings a plus
Experience planning multiple back to back meetings including international, national, regional and local
Availability to travel and work evenings and weekends
Certified Meeting Planner or qualified to take CMP exam, or equivalent experience
Naylor Association Solutions is an equal opportunity employer and is committed to hiring a diverse workforce.
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