Meeting Planner

Assist in planning, organizing, and implementing assigned educational meetings, conferences, and events, working closely with other members of staff to produce seamlessly executed events Characteristic Duties and Responsibilities Assist in planning of assigned non-Scientific Assembly meetings to include creating function and sign orders within project management software, creation of meeting resume, assigning meeting space, managing audio-visual and food & beverage requirements, adherence to deadlines to meet due dates as specified by venues/vendors, review/approve banquet event orders (BEOs) and sign order proofs, track registration and housing pick-up weekly, create menus and set guarantees, maintain expense tracking system compared to budget, create sign management system for onsite placement, and work closely with the venues/vendors during the planning process. Effective communication with all involved: ACEP staff, vendors, registrants, venue staff, and ACEP members. Work closely with the planning team to implement onsite logistics of assigned non-Scientific Assembly meetings: tracking onsite hotel pick-up; room checks to ensure rooms are set as ordered on the function order/BEO; signs and audio-visual equipment are placed according to plan. Responsible for on‑site registration activities when the Event Registration Manager does not travel to the educational conference. Process post‑event invoices by coding to the appropriate cost centers. Coordinate plans with Exhibit Sales, Business Development, and other staff regarding sponsorship activities and other events occurring in concert with the event. Solicit, negotiate, contract with, supervise, and evaluate vendors/service contractors supporting ACEP meetings, as assigned. Assist with pre‑event sourcing for sponsorships and advertising opportunities fulfillment for all meetings. Review contracts for all sponsorships and advertising opportunities sold for fulfillment needs. Manage the pre‑event logistics of local meetings; create a system and deadlines for receiving meeting requests; source hotel contracts for assigned functions taking place locally or at ACEP headquarters; track registration and housing pick‑up weekly; research restaurants for off‑site functions; create function and sign orders within project management software; adhere to deadlines to meet due dates as specified by venues/vendors; review/approve banquet event orders and sign order proofs; create menus and set guarantees; maintain expense tracking system compared to budget; create sign management system for onsite placement; and work closely with the venues/vendors during the planning process. Coordinate procurement of lab equipment for Scientific Assembly by researching and evaluating vendors for equipment based on faculty requirements, ensuring cost‑effective and timely acquisition of the equipment. Facilitate the acquisition, logistics, delivery, setup, pickup, and return of lab equipment by preparing and submitting grant requests or sourcing directly from vendors. Cross‑train as a backup registration coordinator for assigned meetings. Assist the planning team in planning the Scientific Assembly as assigned. Assist in the on‑site implementation at the Scientific Assembly as assigned. Ensure maintenance of electronic meeting files to include all information related to each meeting or event, such as function orders, meeting room inventory, sign orders, contracts, and records of room block coordination and tracking. Create, edit, and proof promotional copy for print, web, and electronic marketing, ensuring that ACCME-required components are included; ensure that revisions are communicated to all pertinent staff (marketing, registration, etc.). Maintain knowledge of ACCME Policies & Procedures to ensure compliance in the promotion and implementation of assigned educational meetings. Coordinate with the Educational Meetings Subcommittee and staff on the completion of ACCME documentation for assigned meetings and Virtual ACEP products. Independently prepare effective and professional correspondence, including draft letters and memos to faculty and planners, and provide courteous, timely, and thorough customer service. Provide a list of staff traveling to events to ACEP’s travel agency and appropriate departments for assigned meetings; ensure revisions are communicated to all. Follow all department protocols, including filing methods. Develop and manage budgets for assigned line items; monitor monthly statements for accuracy. Perform other duties as assigned by supervisor. Relationships and Contacts Reports to: Senior Manager, Conventions & Meetings Internal Contacts: All staff External Contacts: Faculty, Educational Meetings Subcommittee, vendors, other medical associations, meeting registrants, members, and hotel and convention center personnel Required Education and Experience High school diploma or equivalent. Three years of meetings/event experience, including exhibits, project management, meeting deadlines, balancing multiple priorities, and working with outside vendors such as travel agencies, hotels, and other suppliers. MS Office with emphasis on Excel proficiency, proofreading, editing, and written/oral communications. Ability to travel occasionally. Ability to occasionally lift up to 50 pounds. Other Desired Qualifications Ability to function independently and with a minimum of supervision. Experience working with medical meetings. Demonstrated organizational skills and ability to manage multiple competing priorities. We are an equal opportunity and E-Verify employer who offers a competitive salary, an excellent benefits package, a retirement plan, and more. #J-18808-Ljbffr