Meeting Manager

About the Role
We are seeking a highly organized, proactive, and professional Meetings Manager to manage meeting logistics, budgeting, vendor relations, in order to ensure the smooth execution of events. The Meetings Manager works closely with stakeholders (clients, staff, vendors, sponsors) to understand their needs and objectives, providing guidance and solutions. Key responsibilities include:

Key Responsibilities:

1. Conference Planning and Coordination:

• Identify hotel options, negotiate final hotel contracts.
• Collaborate with clients to determine event requirements, goals, and budgets.
• Develop and manage event timelines, ensuring all deadlines are met.
• Coordinate with venues, vendors, and service providers to secure necessary arrangements (e.g., catering,
• audiovisual equipment, accommodations).
• Meet with client conference planning committees on a regular basis.
• Negotiate vendor contracts.

2. Budget Management:

• Prepare and manage event budgets, tracking expenses and ensuring cost-effectiveness.
• Negotiate contracts with vendors to secure the best rates and services.
• Monitor financial performance and provide regular budget updates to clients and stakeholders.
• When applicable, secure conference cancellation insurance.

3. Logistics Management:

• Arrange transportation, accommodations, and other logistics for attendees and speakers.
• Oversee event setup, including registration desks, signage, and event materials.
• Ensure compliance with health and safety regulations and other legal requirements.
• Order f & b, AV, and room set-ups, coordinating with the hotel, staff team, and planning committee (s).
• Coordinate and oversee off-site events.

4. Marketing and Promotion:

• Provide content for marketing materials, including social media and website postings.
• Coordinate program development.

5. On-site Event Management:

• Oversee event execution, ensuring all aspects run smoothly.
• Coordinate with staff, volunteers, and vendors to address any issues that arise.
• Provide excellent customer service to attendees, addressing their needs and concerns promptly.
• Ensure sponsor and exhibitor deliverables are met.

6. Post-Event Evaluation:

• Conduct post-event evaluations to gather feedback from clients, attendees, and vendors.

7. Experience

• Proven experience in event planning, event marketing, or hospitality management; banquet or restaurant experience is highly desirable
• Strong negotiation skills with the ability to secure favorable contracts and partnerships
• Excellent communication and interpersonal skills to liaise effectively with clients, vendors, and team members
• Exceptional organizational skills with keen attention to detail and time management abilities
• Experience managing budgets and financial planning for events or hospitality services
• Knowledge of catering operations, hotel or restaurant environments, and fundraising activities is a plus
• Ability to handle multiple projects simultaneously while maintaining professionalism under pressure
• Familiarity with event management software and tools for scheduling and logistics coordination

8. Qualifications

• Bachelor's degree preferred
• Experience in Non-profit preferred
• 3 or more years experience preferred

Job Type: Full-time

Pay: $72,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person

Salary : $72,000