The Meeting Planner, Annual Meeting is primarily responsible for the following components of the annual meeting, including but not limited to: registration and housing block setup, reporting and oversight; program logistics; convention center space assignment and allocation, meeting specifications, event orders, audio-visual, signage, and other logistical requirements.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Works with the registration/housing vendor to manage pre-event registration and housing set-up to include: testing and launch of site, developing forms, determining registration category codes, establishing housing sub-blocks, and arranging speaker/VIP/staff/vendor reservations, problem solving and correspondence.
Enforces policies, processes and procedures related to registration waivers, cancellation, and refunds.
Maintains hotel pickup/history, weekly registration reports and timelines.
Facilitates the process, procedures, and materials for program logistics; includes room counts, session monitoring, speaker correspondence and tools for CPE tracking.
Works to ensure accurate pre and on-site speaker registration.
Works in conjunction with Manager, Program Development on CPEs compliance and speaker management (development, engagement, and evaluations).
Works with designated staff to determine and execute logistical arrangements and meeting specifications for convention center functions (audio-visual, room sets, internet, electrical services, security and first aid).
Manages meeting space requests from staff, business partners and affiliates at the convention center.
Works with onsite audio-visual service provider for concurrent sessions and auxiliary functions.
Oversees the scheduling and placement of temporary onsite staff (logistic assistants).
Works with decorator on the management and compilation of sign orders includes receiving and identifying as well as reviewing for accuracy and onsite placement.
Works with the web designer on updates to the Annual Meeting website content.
Administers special project support (contract negotiation, site visit coordination, vendor selection) as needed.
Assists with auxiliary and special events associated with the annual meeting, as assigned (community service, fitness activities, golf outings, tours); including transportation (if required).
Reviews invoices and speaker reimbursements for accurate coding before processing.
Updates annual meeting history.
Updates food and beverage history report(s). Ensures and maintains accurate headcount records for all functions.
Performs other duties as assigned.
Bachelor's degree from a four-year college or university (or equivalent experience). CMP preferred.
Four to six years’ experience in meeting coordination or the equivalent in a professional association or curriculum preferred.
Proficiency using Windows-based applications and database administration (i.e. Cadmium).
Excellent verbal and written communication skills.
Must able to receive and follow directions as well as execute tasks in accordance with annual meeting goals and organizational strategic plan.
Must apply quality control processes to deliverables.
Strong interpersonal and organizational skills with a well-developed orientation to accurate attention to detail.
Must show good time management skills, including adherence to deadlines and the ability to handle multiple tasks simultaneously.
Must be able to work independently as well as collaboratively in a team environment.
Must be able to do intermittent physical activity including bending, lifting, reaching, and prolonged periods of walking, standing and/or sitting.
Must be able to work extra hours and some weekends.
Must be able to travel.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
This is a climate-controlled environment with moderate noise (e.g., computers, printers/copiers, and light traffic).
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Seven-hour workday, variations in work volume sometimes require extended working hours.
Located in Washington, D.C., NACUBO serves a membership of more than 2,500 colleges, universities, and higher education service providers across the country. NACUBO represents chief administrative and financial officers through a collaboration of knowledge and professional development, advocacy, and community. Our vision: to define excellence in higher education business and financial management.
Established in 1962, NACUBO has been an association since it succeeded a federation of associations of business officers that had given the profession a framework since 1951. NACUBO now represents more than two-thirds of the higher education institutions in the United States.