Conference/Meeting Services Planner

National Education Association

12d•$68,061 - $102,919

About The Position

The position supports the NEA’s strategic objective to focus the energy and resources of its 3+ million members toward the promotion of public education by providing high-level support in planning meetings, negotiating for resources and coordinating related activities. The essential functions of this position involve coordination and consultation with customers within and outside of NEA in planning and carrying out events held in hotels across the country. Specifically, the incumbent analyzes meeting requests, plans requirements and advises and trains customers on a wide range of different meeting-related subjects including space availability and arrangement, budgets, catering, special equipment (e.g., projectors, microphones, display boards), room rental (for non-NEA customers), and security requirements. In carrying out these responsibilities, the incumbent researches, applies and adapts broad policies, procedures, guidelines and use of automated databases covering conferences, scheduling and associated logistics. The incumbent coordinates meeting requirements with NEA offices on such items as room set-up, special equipment, and satellite/media coverage. The incumbent also prepares RFP’s, meets and negotiates with representatives within the hospitality industry, service vendors and drafts appropriate contract language protecting NEA’s interests and participates in contract finalization. The incumbent monitors each event and resolves the myriad of problems associated with meeting events. Also, the employee may be assigned specific responsibilities for the NEA Annual Meeting, to be determined based on experience and departmental needs. To carry out responsibilities, the employee uses a personal computer, a variety of NEA-endorsed software (primarily Cvent, Event Management Systems (EMS), Microsoft Outlook, Word, Excel, and Access) and travels occasionally.

Requirements

Associate of Arts degree in Business Administration, or equivalent combination of experience and training from which comparable knowledge and skills may be obtained.
Three years of progressively responsible professional meeting/event planning experience.
Experience must include analyzing and planning meeting requirements, advising customers and coordinating meeting-related services.
Experience must also include negotiating and contracting with hotels and other service vendors.
Must be able to occasionally work extended hours on evenings and weekends.
Occasional travel required (10 - 15 overnights) per year.
Proven experience identifying appropriate event locations and negotiating contracts with a variety of service vendors, which may include hotels, food service, equipment providers and various other venues required for the conference or meeting.
Experience must also include preparing Requests for Proposals (RFPs) and developing contract language as necessary.
Experience resolving the myriad of problems inherent in meeting planning using negotiating, bargaining, and conflict resolution skills.
Demonstrated knowledge of Meeting Industry practices covering contracts and risk management principles including how to handle medical emergencies and how to comply with the Americans with Disabilities Act.
Demonstrated knowledge of meeting -related services such as food and beverage service operations, decorating services, and audio visual/technical support.
Demonstrated attention to detail and high-level technical skills for word processing, presentation spreadsheet, media planning and database software.
Proven effective oral and written communication skills.
Successful references.
Prior work with Cvent on sourcing and proposal development.

Nice To Haves

Certified Meeting Professional (CMP) accreditation or coursework desired.
Demonstrated flexibility in handling multiple tasks simultaneously under stringent timeframes and changing priorities/conditions.
Proven ability to maintain current and organized files.
Ability to coordinate work of consultants and vendors.
Understanding of teleconferencing and video-conferencing and audio/visual equipment.
Responsible for segments of NEA’s Representative Assembly, which involve the full range of program planning and administration.
Demonstrated success in teamwork and interest in meeting planning as a profession.
Proven ability to acquire new technical skills to support meetings.
Catering or Food and Beverage experience, experience with audio visual equipment.
Hotel and/or convention center experience.
Knowledge of CFM’s strategic focus, mission and programs.

Responsibilities

Analyzes meeting requests, plans requirements and advises and trains customers on a wide range of different meeting-related subjects including space availability and arrangement, budgets, catering, special equipment (e.g., projectors, microphones, display boards), room rental (for non-NEA customers), and security requirements.
Researches, applies and adapts broad policies, procedures, guidelines and use of automated databases covering conferences, scheduling and associated logistics.
Coordinates meeting requirements with NEA offices on such items as room set-up, special equipment, and satellite/media coverage.
Prepares RFP’s, meets and negotiates with representatives within the hospitality industry, service vendors and drafts appropriate contract language protecting NEA’s interests and participates in contract finalization.
Monitors each event and resolves the myriad of problems associated with meeting events.
May be assigned specific responsibilities for the NEA Annual Meeting, to be determined based on experience and departmental needs.