Job Order: 5026
Staff Representative: Tim Jadwin
Position: Meeting Planner
Location: New York
Company Summary:
A small medical education firm.
Description:
Small medical education company seeks experienced Meeting Planner to manage all aspects of the logistical criteria involved in planning and implementing advisory boards, speaker training programs, CME programs, and trade shows.
The ideal candidate will have the following responsibilities:
- Conduct site searches; prepare thorough and creative proposals with spreadsheets to include hotel description, availability, rate, web page or brochure samples, access to airport, etc.
- Identify support vendors (AV, special events, meeting support material) and provide them with meeting specs
- Detail communication to the hotel for all planning of logistics. This includes setting up master billing and billing instructions, rooming list, food and beverage requirements, recreational activities, security, etc.
- Develop and review all logistical materials to be distributed to participants on-site (i.e., welcome letters, departure notices, reimbursement forms, child notices, dine around form, activity request forms, guest meal management, name badges, housekeeping notes etc.).
- Conduct and manage pre-convention with hotel.
- Review banquet event orders and hotel resume, rooming list and arrival departure manifests with appropriate hotel staff to ensure accuracy.
- Manage and direct program details; including suite, meeting room set-up, audio-visual, registration/hospitality, food functions, on-site staff, transportation, communication and special events.
- Prepare budget cost specifications to include hotel, travel agency as well as any additional components for all anticipated functions.
- Arrange and manage all participants travel
- Manage all components of logistical budget and final reconciliation.
- Oversee on-site staff, ground operations to ensure each meeting participant is transported to and from meeting, hotel accommodations are available and welcome packet with correct name badge.
- Prepare vendor reconciliation (i.e., hotel, destination management, audio-visual)
- Verify and approve participant and faculty reimbursements.
- Bachelor’s degree
- Minimum of 2 or more years of meeting planning
- Strong computer skills (Excel & Word)
- Contract Negotiations
- Domestic and international travel
