The Meeting Planner will have shared responsibility for the planning of all the association’s established national continuing legal education conferences with attendance ranging from 100-600 participants including co-sponsored Section/Division Conferences, FBA business and training meetings, Board of Directors meetings and affiliated organizations’ functions. The Meeting Planner will also provide direct assistance for the coordination of logistics for the association’s developing conferences as well as the FBA Annual Meeting and Convention.
Essential Duties and Responsibilities
1. Plan meeting and conference logistics including, but not limited to: meeting room specifications, catering and audio visual, conference rooming list and room blocks, conference shipments, speaker confirmations and communications, onsite print materials and collateral, conference marketing, sponsorship registration and deliverable tracking, post-conference financial reconciliation and tracking meeting history.
2. Oversee conference and meeting registration including processing attendee and speaker registrations, and responding to registration inquiries in a timely manner.
3. Work closely with the Director of Conferences and conference planning committees to compile agenda and speaker updates for each conference; communicating and distributing updates to the Communications Department and CLE Administrator to be updated and included in all marketing, promotional and onsite materials as well as CLE applications.
4. Continuously review conference marketing and promotional materials to ensure current information is being distributed and posted online.
5. Assist with creating conference online webpage(s) and mobile applications when applicable.
6. Plan the logistics for the FBA Board of Directors Meetings including site selection, rooming list, catering and audio visual, evening events, and post meeting reimbursements and financial reconciliation as assigned.
7. Create onsite signage, speaker name plates, and PowerPoint templates for FBA National meetings and conferences.
8. Support onsite management of conferences as needed and assist with registration procedures including setup, tear down, lifting materials, organizing and packing items for shipment and oversee onsite volunteers and temporary staff when applicable.
9. Assist with site selection research and provide recommendations to the Director of Conferences regarding locations for National FBA conferences and meetings.
10. Keep abreast of trends and best practices regarding conference marketing, social media, audience retention and onsite logistics.
The qualifications and skills required for this position are as follows:
1. Bachelor’s degree preferred
2. Two to three (2-3) years of meeting planning experience
3. Attention to detail and strong organizational skills
4. Ability to multi-task
5. Proficient in Microsoft Office suite and Adobe Acrobat
6. Excellent interpersonal skills and written/oral communication skills
7. Commitment to excellent customer/member service
8. Self-motivation and flexibility
9. The ability to work in a “team” environment within the meetings department, across departmental groups as well as autonomously
10. Must be able to travel and work occasional weekends to attend events and other off-site functions when applicable
This position is responsible for the operation of the following equipment.
1. Windows-based PC workstation
4. Copier/Scanner/Fax machine
5. NetForum web-based database software
The Meeting Planner reports to and receives direction from the Director of Conferences.
Contact with Others
The Meeting Planner will be a part of the meetings department team comprised of the Director of Conferences, Two (2) Meeting Planners and the CLE Administrator. They will have contact with a variety of individuals on a daily basis. These contacts include FBA staff, hotel and meeting space representatives, conference attendees, leaders of the sections and divisions, leadership of the association, FBA members, A/P personnel from attendee firms and agencies, general public, court personnel, members of the judiciary, and vendors. The Meeting Planner must be courteous and tactful when dealing with these individuals.
The mission of the Federal Bar Association is to strengthen the federal legal system and administration of justice by serving the interests and the needs of the federal practitioner, both public and private, the federal judiciary and the public they serve.