Meeting Planner

About MoneyShow

MoneyShow has been connecting self-directed investors and traders with the world's leading financial experts for over 45 years. We produce 14 live and virtual conferences annually — from Las Vegas to Toronto to San Francisco — bringing together 8,000–10,000 attendees each year for multi-day events packed with keynotes, panels, workshops, and networking.

We're a lean, fast-moving team. Everyone owns their lane and executes at a high level. This role is no different.

The Role

We're looking for an experienced Conference Planner to own the operational execution of our in-person events. This isn't a support role — you'll be the person responsible for making the show happen. That means managing vendor relationships, negotiating and tracking contracts, building agendas in coordination with our content and sales teams, and being the boots-on-the-ground lead at each event.

You'll work closely with the CMO and cross-functional team to ensure every show runs on time, on budget, and at the level our attendees and sponsors expect.

What You'll Own

• Contracts & Vendor Management — Negotiate, execute, and track all event-related contracts: venues, hotels, AV/production, catering, transportation, signage, and other third-party suppliers. Own the renewal calendar and make sure nothing lapses or surprises us.
• Agenda & Programming Coordination — Work with internal teams to build and maintain the official event agenda. Manage speaker scheduling, session sequencing, and run-of-show documents from initial draft through final print.
• Speaker & VIP Logistics — Serve as the primary point of contact for speakers and featured guests. Coordinate travel, accommodations, A/V needs, green room setup, and day-of support.
• On-Site Execution — Attend and lead on-site operations for all live events. Be the person who knows where everything is, who everyone calls, and who solves problems before attendees notice them.
• Budget Tracking — Maintain event budgets, track actuals against projections, process invoices, and deliver post-event cost reconciliations.
• Cross-Team Coordination — Partner with marketing, sponsorship sales, and content teams to align logistics with broader show goals. Keep stakeholders informed and deadlines met.
• Post-Event Reporting — Capture attendance data, vendor performance notes, and operational lessons learned after each show to continuously improve our process.

What We're Looking For

• 3–5 years of experience planning and executing multi-day professional conferences or trade shows (1,000 attendees preferred)
• Proven experience negotiating and managing venue and vendor contracts
• Strong organizational skills — you're the person with the master doc, the timeline, and the backup plan
• Comfortable working across multiple events simultaneously at different stages of production
• Calm under pressure and decisive on-site — problems get solved, not escalated up
• Excellent written and verbal communication; can work with speakers, executives, and venue staff equally well
• Proficiency with event management tools (Vfairs, Cvent, Eventbrite, or similar), Microsoft Office 365, and project management software
• Willingness to travel to events throughout the year (roughly 10–14 trips annually, domestic and Canada)

Bonus: Experience in financial services, media, or B2C conference environments. CMP certification a plus.

Why This Role

• You'll have real ownership, not a checklist to hand off. Our events are high-profile, well-attended, and well-resourced. You'll work with a tight team that moves fast and trusts the people in their roles to execute. If you love the energy of live events and want to be the person who makes them happen — this is the job.