Meeting Planner

Meeting PlannerManager is seeking three meeting planners. This role is dedicated to one main VIP client group (healthcare) and very high touch. Seeking someone organized, detailed, professional and with a strong background. The team needs someone who can hit the ground running. Client will certainly provide training on their processes but knowledgeable with a minimum of three years planning experience is preferred.Meeting/Event Planning Process:Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program.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.Proactively escalates potential client, program, or delivery issues for timely resolution.Performs time tracks as requested by management.Facilities & Services:Determines appropriate geographical location and venue.Identifies services required, and coordinates security procedures.Plans, orders, and oversees technology requirements.Conducts a pre-meeting briefing and post-con with suppliers and facility providers.Plans/creates agendas for site inspections.Financial & Contract Management:Identifies ancillary revenue sources and/or cost savings opportunities.Develops budget for meeting which may include vendor contract negotiations.Ensures completion of payment and/or billing process.Manages according to the budget.Conducts RFP process and determines fees for participation.Responsible for group reporting requirements.Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.Logistics:Establishes invitation/registration procedures, assesses risk management to determine insurance and operations needs, and determines exhibitor booth assignments/setup process.Secures and communicates transportation/travel arrangements.Determines setup for function rooms including seating and AV.Manages all food and beverage needs.Prepares and reviews housing reports in a timely manner.Coordinates shipping of materials.Complies with M&E technology usage as required.Program:Secures speakers/entertainment and manages contractual relationship.Determines food and beverage requirements that support program objectives.Arranges ancillary programs in conjunction with the meetings including pre/post meeting activities.Arranges media and PR activities for program.Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.Travels onsite for assigned programs acting as the business lead meeting owner.Collaborates with onsite Lead Travel Director.Skills:Three years of meeting/event management or customer service experience in hospitality.CMP or formal project management designation preferred.Effective communication in English.Good knowledge of Microsoft Office products.Knowledge of Project Management procedures.Travel industry knowledge preferred.Knowledge of electronic meeting management tool preferred.Excellent oral/written communication skills to communicate internally/externally.Strong critical thinking, attention to detail, customer service and negotiation skills.Strong organization skills that can coordinate multiple resources.Ability to remain calm in fast-paced stressful situations.Ability to set priorities and multi-task.Ability to work as a team player and be self-motivated.Ability to process financial information.Ability to travel to events as necessary.Ability to learn quickly and solve problems in a timely manner.Education:An equivalent experience and education may be considered.College diploma or degree in related field.Number of Positions: 1Location: New York, NY 666 3rd AvenueSchedule:Start Date: 10/19/2026Estimated End Date: 12/31/2026Hours Per Week: 40.00Hours Per Day: 8.00EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."