The meeting planner is responsible for planning and implementing all meetings, events, and trade show needs of assigned clients in a variety of modalities. The individual works cross-functionally with Barcami Lane staff and partners with client volunteers to manage and execute the scheduling of educational programs and networking events throughout the year.

The position reports to the director of association management.

Responsibilities:

The meeting planner shall perform the following tasks and duties for the assigned clients:

• Direct and manage conferences, live and virtual educational programs, social events, committee meetings, and board retreats for their assigned clients.
  • Manage onsite event operations and support development of staff schedules to utilize all assigned staff fully and provide staff direction for meetings-related activity.
  • Partner with client volunteer leaders and their respective subject matter experts in scheduling and planning all aspects of assigned client conferences, meetings and trade shows.
  • Manage venue selection, contracting, food and beverage, audiovisual, speakers, room layouts, overnight room blocks, exhibit hall and tradeshow logistics, marketing, etc.
• Staff assigned committees and liaise with client volunteers as outlined in management contract scope of services.
• Manage request for proposal (RFP) process, recommend and select venues and vendors, and negotiate contracts for selected venues and vendors.
• Drive meetings/trade shows by planning and managing all aspects of each event.
• Manage registrations and special requests for attendees, exhibitors, sponsors, and speakers.
• Develop and implement marketing and communications schedule and content for events.
• Develop and communicate event-related reports to appropriate volunteer leaders and staff teams.
• Lead the development of clients’ event budgets, partner with account executive for inclusion in annual client budget.
• Opportunity to engage in business development, sponsorship sales, and to grow clients through non-dues revenue.
• Establish and oversee the implementation of event marketing schedules that include web, email, print, and social media communications, for attendees, exhibitors, and sponsors.
• Monitor registration numbers, exhibit and sponsorship income, room block pickup, and other key metrics on a weekly basis, and benchmark against the budget and prior years.
• Respond to client questions and requests via telephone and email within 48 hours.
• Manage client association management systems (AMS) and website platforms – training provided on all AMS systems utilized by our clients.
• Participate in and lead client and team web conferences, as needed, and executive action items.
• Provide general office support.
• Ensure that all work conducted for clients is included in the management contract’s scope of services and within allotted service hours, alerting supervisor of any work that is outside of the scope of services.
• Complete work and assignments issued by the staff teams to ensure the work specified in management contract’s scope of services is completed in a timely, quality manner.
• Complete work within the budgeted number of hours allocated for each assigned client.
• Proactively provide support to the staff teams and clients, actively bringing new ideas.
• Perform other tasks not specified in this position description as assigned.

Qualifications and Requirements:

• At least five years of experience in event and meeting management within a client service-oriented environment, preferably in a small business, non-profit, association, hospitality, or billable hour environment.
• Bachelor’s degree preferred.
• Industry designation, such as Project Management Professional (PMP) or Certified Meeting Planner (CMP) preferred.
• Experience operating within a nonprofit or association beneficial.
• Experience managing staff helpful.
• Ability to maintain effective professional relationships with clients and co-workers.
• A keen attention to detail.
• Strong written communication skills.
• Ability to work under pressure, responding quickly and thoughtfully to urgent issues is a must.
• Ability to effectively communicate status on deliverables, identify potentially conflicting priorities, and collaborate with stakeholders to resolve conflicts is required.
• Aptitude to learn and advance with new systems and technologies.
• Ability to maintain a high level of confidentiality.
• Exceptional customer service skills, interpersonal skills, and a positive attitude
• Flexibility to adapt quickly to our clients’ changing needs and priorities.
• Ability to manage multiple tasks and deadlines simultaneously in a fast-paced, deadline-driven environment.
• Solid problem-solving skills and the ability to work well under pressure.
• Experience with event budget development preferred.
• Solid experience with the Microsoft Office environment required.
• Demonstrated excellence with organizational and project management skills.
  • We utilize Basecamp to manage all client work. Usage of the system is required.
• Computer proficiency and the aptitude and interest to master new systems is a must.
• Experience with the following platforms will be beneficial:
  • Email marketing platforms, such as Constant Contact, MailChimp, etc.
  • Web conference platforms, such as Teams, Zoom, GoTo, etc.
  • Association management systems (AMS), especially those also used to host websites, such as YourMembership, NoviAMS, GrowthZone, or WildApricot.
• Individual must be willing and able to learn and gain proficiency in client AMS platforms within three-six months of employment.
• Must be a self-starter capable of working with limited supervision and able to collaborate in a team-based environment.
• Individual must be committed to their own personal and professional development, including the pursuit of professional designations, such as the CMP if they do not yet possess the designation.
• Position requires a minimum of three days in the office each week and as required to meet client and company needs.
• Must be available to staff events over weekends, early morning, and in the evening.
• Must be willing and able to travel locally, nationally, and internationally, approximately 15-20%.
  • Valid driver’s license required.
  • Valid passport required.
  • Individuals must have reliable personal transportation for local travel.
  • Individuals must be able to travel via commercial air travel.
• This position requires continuous walking, standing, and moving about, especially when onsite at client events.
• Performing the responsibilities of this position requires the ability to see, hear, and speak; work in a normal seated position for extended periods of time; use hands to finger, handle, or feel; be able to lift and/or move up to 25 pounds; manually operate standard office equipment such as keyboards and printers; and move throughout an office or events venue. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Notes:

• To be considered for this role, you must reside in one of the following states: MA or NH.

About Barcami Lane, Inc.

Barcami Lane, Inc. is an AMC Institute-accredited association management company (AMC) that provides a full range of management services to nonprofit associations. Barcami Lane lives by the following values, which are evidenced in all that we do: Service Excellence, Client Value, and Professionalism.

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