Vice President, Meeting Logistics

Job Description

Job Description

The Urban Land Institute is a 501(c)(3) nonprofit research and education organization supported by its members. Founded in 1936, the Institute has more than 48,000 members worldwide representing the full spectrum of land use and real estate development disciplines across private enterprise and public service. ULI is committed to shaping the future of the built environment for transformative impact in communities worldwide, and we embrace our core values of integrity, collaboration, inclusion, and excellence in service to our members.

ABOUT THE ROLE

ULI's annual meetings are among the largest convening platforms in the real estate and urban development industry. The Spring Meeting draws approximately 4,500 attendees; the Fall Meeting draws 5,500 and beyond. The Vice President of Meeting Logistics leads the logistical strategy and execution of these flagship events, manages the logistics team, oversees vendor relationships, and translates the strategic vision of the Meetings department into operational reality.

The person in this role steps into a moment of organizational change. ULI is rethinking how its meetings work. The first year is about mastering the complexity of what already exists: learning the meetings themselves, understanding the team and their capabilities, building relationships with key vendors and stakeholders. Year two and beyond will involve implementing strategic changes that may reshape how these events are produced and delivered.

This is a leadership role that requires both operational excellence and the temperament to navigate change while maintaining team stability.

WHAT YOU WILL DO

Meeting operations and execution

• Own the logistical strategy and execution of the Spring and Fall meetings, managing all operational aspects from site selection through post-event closeout
• Develop and manage meeting budgets totaling $5 million and above
• Oversee vendor relationships across all categories including hotels, audiovisual, catering, transportation, security, and specialized logistics contractors
• Manage site selection and contract negotiations for future meetings and events
• Create and maintain comprehensive project timelines, schedules, and deliverable tracking across all meeting operations

Team leadership and cross-departmental collaboration

• Lead and develop a team of three full-time staff managing logistics, housing, sourcing, and specialized functions
• Partner with departments across ULI including program, content, marketing, and executive leadership to align on meeting objectives and logistics requirements
• Build and maintain relationships with ULI members, sponsors, and committee participants, representing the organization professionally at all levels
• Provide support for member committee meetings and VIP engagements; liaise with executive-level participants

Vendor and contractor management

• Manage strategic partnerships with major logistics partners, housing consultants, and sourcing firms
• Oversee contract negotiations, manage vendor performance, and ensure quality delivery across all third-party services
• Coordinate and manage specialized vendors for audiovisual, decorating, transportation, security, and other logistics functions

Broader responsibilities

• Support the logistics needs of additional conferences and events as needed
• Stay current with industry trends and technologies; recommend improvements that increase efficiency and member value
• Travel approximately 30 days per year for on-site meeting support and planning visits

WHAT ARE WE LOOKING FOR

Required

• Minimum 10 years of progressively responsible experience in association meeting planning and management, with at least 5 to 7 of those years managing large-scale meetings (3,000 plus attendees) as a director-level leader
• Proven success directing logistical operations of meetings with multiple concurrent sessions, numerous meal functions, and executive-level participants
• Strong background in budgeting accountability, staff leadership, and contractor management
• Demonstrated ability to navigate organizational change while maintaining team stability and trust
• Excellent vendor negotiation and relationship management skills
• Association management background (ASAE, PCMA, MPI members preferred)
• Professional demeanor and strong communication skills, both written and verbal
• Ability to manage multiple complex projects simultaneously and work effectively under pressure
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint) and project management tools
• Willingness to travel approximately 30 days per year; flexibility to work overtime and weekends as needed
• Bachelor's degree required

Preferred

• Certified Meeting Planner (CMP) or similar industry credential
• Familiarity with NetFORUM, Smartsheet, or similar meeting and project management platforms
• Experience producing or supporting international events

WHAT SUCCESS LOOKS LIKE

• In the first year, success means learning the meetings: understanding all the moving parts, building relationships with your team and key vendors, and executing both the Spring and Fall meetings smoothly. You will have earned the trust of your team and leadership, and you will have a clear picture of the complexity and opportunity within these programs. You will have supported the strategic planning process for future changes, and you will be positioned to implement those changes in year two and beyond.

COMPENSATION AND BENEFITS

The salary range for this position is $128,000 to $140,000 annually, which includes base salary and performance-based incentive eligibility. Compensation is determined by experience, education, skills, and other job-related factors.

ULI offers a comprehensive benefits package including health, dental, and life insurance; generous vacation leave; and retirement plan with employer match.

WORKING CONDITIONS

The Urban Land Institute (ULI) is committed to shaping the future of the built environment for transformative impact in communities worldwide, and we embrace our core values of integrity, collaboration, inclusion, and excellence in service to our members. In alignment with the Board of Directors’ strong commitment to in-person collaboration, our roles require regular on-site presence to foster teamwork, innovation, and organizational effectiveness. ULI’s primary workplace remains its offices, where in-person collaboration supports our mission and service to members.

APPLICATION INSTRUCTIONS:

To apply, please follow the link. Please submit a résumé and a letter of interest/cover letter.

ULI is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion/creed, sex, national origin, disability, genetic information, pregnancy, veteran or active military status, non-citizenship or citizenship status, arrest or conviction record, credit history, salary history, caregiver status, sexual orientation, gender identity, marital or partnership status, familial status, unemployment status, status as a victim of domestic violence or sexual violence, or any other status protected by applicable law.

EOE/m/f/d/v. No relocation reimbursement is offered at this time.