Convention & Meeting Planner

GENERAL SUMMARY:

The Convention & Meetings Planner manages the planning and execution of The American Legion's national meetings, conventions, conferences, and special events. Responsibilities include coordinating venues, hotels, vendors, travel, budgets, contracts, logistics, and on-site operations while serving as a liaison with internal and external stakeholders. The role requires strong project management, organization, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced event environment.

ESSENTIAL FUNCTIONS:

• Plan, coordinate, and execute national conventions, conferences, meetings, receptions, seminars, and special events from initial planning through post-event evaluation.
• Develop and maintain event timelines, schedules, meeting specifications, event orders, and operational plans.
• Coordinate meeting space, room assignments, room setups, general sessions, receptions, exhibits, and ancillary event functions.
• Manage event logistics, including audio-visual services, transportation, travel arrangements, registration, and on-site operations.
• Review, negotiate, and administer contracts with hotels, convention centers, vendors, transportation providers, audio-visual companies, and other service partners.
• Evaluate contract terms, pricing, concessions, cancellation clauses, deposits, and operational requirements while identifying potential risks and compliance issues.
• Coordinate hotel accommodations, room blocks, housing reservations, and convention center requirements for assigned events.
• Support site selection activities, conduct site inspections, and evaluate convention destinations, facilities, accommodations, and transportation infrastructure.
• Develop and manage Requests for Proposals (RFPs), evaluate vendor proposals, coordinate vendor services, and monitor vendor performance.
• Coordinate executive and Distinguished Guest travel, accommodations, transportation, and meeting requirements while maintaining confidentiality.
• Provide on-site leadership and operational support during conventions and major meetings, including coordination of staff, volunteers, vendors, and service providers.
• Monitor event budgets, expenditures, invoices, expense reports, purchase orders, and financial documentation to ensure compliance with organizational policies.
• Prepare correspondence, reports, schedules, presentations, meeting materials, and other event-related documentation.
• Coordinate procurement and distribution of meeting materials, registration supplies, badges, lanyards, attendee materials, and event resources.
• Maintain accurate records, contracts, travel documentation, financial reports, and event files.
• Collaborate with internal divisions, executives, volunteers, and external stakeholders to ensure successful event execution.
• Build and maintain strong relationships with hotels, convention centers, destination marketing organizations, Convention Corporations, transportation providers, vendors, contractors, and service partners.
• Anticipate operational challenges, troubleshoot issues, and implement solutions to ensure seamless meeting and event delivery.
• Represent The American Legion with professionalism, discretion, and exceptional customer service.
• Support special projects, organizational initiatives, and other duties as assigned by the Director, National Convention & Meetings.

REPORTING RELATIONSHIP (reports directly to): Director

MINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS (Select only one under each category):

Education/Technical Knowledge:

• College degree preferred but not required; equivalent professional experience may substitute for formal education.
• CMP certification preferred.

Additional Skills Needed :

1. Familiarity with airlines and reservation processes, Concur and the GDS.

2. Knowledge of all Microsoft programs, Microsoft Excel, Access and other housing reservation programs essential.

3. Accounting experience.

4. Strong communication skills are essential for working with the National Commander, the Division Directors, call-ins and

employees.

5. Understanding of audio-visual aspects and logistics.

6. Strong written and verbal communication skills are required for the negotiation of contracts.

7. Able to multi-task, handle stress under pressure, and flexible enough to react to changes in plans.

8. Must be thoroughly familiar with the principles of The American Legion.

Experience:

Three years – Five years of experience in convention planning, meeting management, event planning, hospitality, travel, or a related field.