Meeting Planner

JOB SUMMARY

Elevanta, an AMCI accredited Atlanta area association management company, has experienced significant growth over the past few years with additional client groups and new meeting and event opportunities. Elevanta is a truly unique organization that manages several franchisee associations made up of franchise owners from multiple brands (Supercuts, Burger King, Buffalo Wild Wings, Zaxbys, Meineke and more). We are looking for an experienced Meeting Planner to join our already outstanding team of association management professionals.

Typical Job Duties

• Manage and oversee the coordination and execution of event logistics for Elevanta events, including F&B and AV needs, room block management and reservation process, etc.
• Coordinate event and registration materials and work with communications department regarding development for program materials and website development
• Event set-up in Cvent (event management system) and oversee registration process as well as Salesforce set-up.
• RFPs, site selection and contract negotiations. Prepare contract summaries and ensure all contract requirements are fulfilled.
• Oversee exhibit halls for conventions, including issuing an annual RFP for our general contractor, obtaining an exhibit hall layout one year prior to events for presales, working with general contractor on exhibitor kits, drafting exhibitor information emails and handling onsite tradeshow logistics
• Develop and manage budgets for meetings, conferences, conventions, etc. Manage events to ensure profitable operations. Make recommendations to management on cost savings opportunities to ensure financial success of event.
• Manage complete financial details of an event during the planning process to ensure revenue and expense items are within budget. Provide final budget analysis post event.
• Negotiate with hotels and third party service providers to obtain the most favorable terms for all clients with respect to hotel room rate, additional fees such as resort fees, food and beverage discounts, audio visual discounts, parking, meeting space, etc.
• Order gifts, awards, and other giveaways
• Assist with coordinating VIP attendees and presenters
• Review all event related invoices and final hotel bills for accuracy; dispute all errors and obtain favorable outcome for client(s)

Qualifications/Desired Skills

• Bachelor’s Degree or equivalent experience in business or related field
• Certified Meeting Planner (CMP)
• Ability to multi-task as many events are held within weeks of one another. Plan for 1-2 years out.
• 6 years of hands-on, results-orientated experience in meetings and conventions; association event training desired
• Impeccable time management skills, ability to prioritize and possesses a proactive work ethic
• Ability to work in a team environment and the ability to work independently and efficiently under deadlines
• Self-starter with strong interpersonal skills, proven project management skills and superior organizational abilities
• Budget management
• Tradeshow and exhibit hall management
• Technically savvy with experience in the latest online project management software program and proficiency in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook)
• Experience in Cvent and Salesforce software programs
• Position requires up to 25% travel to national and regional meetings/conventions. Other travel may be required. Travel is not weekly or even monthly. Many events do typically occur close to one another.