Job Postings

Meeting Planner(Part-Time)

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Bethesda, MD
Job Type
May 17, 2017
Job ID
Position:  Meeting Planner (Part-Time, Project based)

Company:  Small, but rapidly growing government contractor specializing in research, writing, committee and project management, meeting planning, and scientific review and planning services.

Location:  HQ in Bethesda, MD. All meetings are local to the WDC area,

Hours / Schedule:  Project based, Plan and complete one meeting at a time, several meetings scheduled over upcoming months. 

Pay Rate: $35-40/hr, based on experience.

Job Description:   Seeking an intermittent part-time, Meeting Planner to provide planning and logistical support for multiple meetings convened by various Federal agencies, in the conduct of meetings ranging in size from 30 to over 200 attendees. The ideal candidate will have a minimum of  3-5 years’ experience in meeting planning experience.  The Meeting Planner will report directly to the Conference Services Director .

Responsibilities include:
  • Planning, Organizing, and Managing Event  
  • Prepare and manage event checklists and timelines to ensure proper execution 
  • Coordinate and conduct venue market surveys and requests for proposals 
  • Coordinate and manage pre-planning meetings with project team; coordinate all information for meetings and events and disseminate appropriately
  • Manage event budgets
  • Coordinate logistics planning including agenda/program development, food and beverage menu selections, air and ground transportation arrangements, registration and housing processes, and audiovisual and technical needs
  • Manage all event related materials, including website content, invitations, signage and PowerPoint presentations
  • Coordinate with all vendors to ensure services and materials are professional and appropriately reflect the standards required by high visibility programs
  • Track attendance, registration and attendee satisfaction
  • Prepare and compile routine and ad hoc status reports on group activities such as registration, housing, accounting (payables)
  • Facilitate and attend site inspection meetings and provide onsite management of meetings and events to include oversight of vendors
  • Complete post event tasks including reconciliation of expenses, evaluation of event and recommend improvements
  • Research venue locations using Visitors’ Bureaus as well as alternate resources to decrease research and selection timeframe
  • Recommend venue selection and activities that are in compliance with government contracting practices and policies and corporate procurement policies
  • Optimize savings and accurately track meeting and event expenditures to stay within or below budget Required Competencies and Skills

  •  Excellent organizational skills and experience in project management
  •  Excellent verbal and written communication skills
  •  Ability to work in team environment and with minimal supervision
  •  Ability to handle multiple assignments
  •  Computer skills to include Microsoft Word, Excel, PowerPoint, Outlook
  •  3-5 years meeting planning experience
  •  Bachelor’s Degree
  • CMP or SGMP a plus
  • Government experience and knowledge of Federal Acquisition Regulations and 508 compliance a plus
  • Experience with EventRebels of other registration software
Experience with SharePoint a plus