Meeting Planner - TXBarCLE

Continuing Legal Education Seminar Coordinator

Plans and manages on-site aspects of 30+ continuing legal education seminars each year. Works as part of a team to ensure meeting expenses are within established budgets and details of program setup are correct. Assist Meetings & Sponsorship Manager with special projects for the State Bar including but not limited to: scheduling hotels and other properties suitable for State Bar continuing legal education (CLE) events, reserving sleeping rooms for SBOT volunteers and board members, represent the business interests of the State Bar in negotiating contracts for such events, performs administrative duties related to booking facilities for TexasBarCLE.and providing support for other departments within the State Bar.

Primary Functions

• Plans and manages on-site aspects of 30+ continuing legal education seminars each year, including management and reconciliation of invoices, room setup, exhibitor placement, food & beverage and audio/visual requirements, and other conference logistics. Works as part of a team to ensure meeting expenses are within established budgets and details of program setup are correct.
• Negotiates with hotels and other facilities suitable for CLE courses; making contractual arrangements for meeting rooms, registration areas, catering, storage, parking, phone service, and audio-visual equipment.
• Establish and maintain contact with relevant hotel/facility personnel to obtain necessary information such as room assignment, floor plan diagrams, menus, internet, and parking options/costs. Prepare the Meeting Prospectus for the facility that contains the logistical details of the seminar such as staff reservations, meeting times, food selections, A/V equipment, room setup needs, etc.
• Develop menus for all food & beverage functions while adhering to contracted minimums and course budget.
• Responsible for approving hotel/facility Banquet Event Orders. Attend in-house pre-conference meetings 7-10 days prior to each seminar to inform/discuss on-site logistics.
• Review, code, and prepare approximately $1,000,000.00 in invoices each fiscal year. Negotiate/resolve any discrepancies. Handle all billing disputes. Highlight critical budgeting and contracting information to assist planning and budget teams.
• Travel to meeting sites to inspect facilities and develop business relationships with hotel/facility personnel. Attend pre-con meetings onsite with facility personnel to ensure expectations are understood and met. Travel to assist in presentation of seminar and supervise its facility-related logistics.
• Create pricing sheets to provide prior and current year food & beverage costs and actual attendance data to assist in pricing of seminars.
• Create and manage travel schedule for 40+ department staff. Determine if temps are needed, contract for them, and supervise them when onsite.
• Perform other responsibilities as assigned.

Position Requirements

Bachelor's degree preferred. At least three years of meeting planning experience required. Knowledge of contracts and hotel procedures required. Certified Meeting Professional designation from Meeting Planners International desirable. Must have excellent organizational and communication skills, individual initiative and the ability to assume responsibility, exercise sound judgment, and work under considerable pressure without close oversight. Must be able to interact with the public in a pleasant and effective manner, and maintain effective relationships with Bar leadership, volunteers, hotel staff, and department staff. Knowledge of word processing and spreadsheet software required. Frequent travel required.