Contract Meeting Planner

National Funeral Directors Association•Brookfield, WI

2d•Hybrid

About The Position

NFDA is seeking an experienced and detail-oriented Contract Meeting Planner to support the planning and execution of their 2026 Leadership Conference. This is a project-based, short-term contract engagement ideally suited for a seasoned event professional who thrives in a fast-paced environment and excels at managing multiple workstreams simultaneously. The Contract Meeting Planner will serve as a key operational partner to NFDA staff, taking day-to-day ownership of logistics, vendor coordination, registration management, and on-site execution. This role requires a high degree of independence, professional judgment, and a proactive approach to problem-solving.

Requirements

Minimum of 4 years of professional meeting and event planning experience
Demonstrated success managing events of comparable size (150–300 attendees) from planning through execution
Strong command of event budgeting, contract review, and vendor management
Exceptional organizational skills with the ability to manage competing priorities across overlapping timelines
Excellent written and verbal communication skills; comfortable working with senior stakeholders
Proven ability to work independently, exercise professional judgment, and escalate appropriately

Nice To Haves

Prior experience working with associations, nonprofits, or membership organizations
Certified Meeting Professional (CMP) designation
Familiarity with Asana or comparable project management platforms
Experience managing VIP or board-level events with heightened service expectations

Responsibilities

Design and manage the end-to-end registration process, including system setup, confirmations, and ongoing attendee communication
Monitor registration activity, identify issues proactively, and resolve attendee inquiries in a timely and professional manner
Maintain accurate attendee lists and manage data integrity throughout the planning cycle
Coordinate hotel room block management, including pickup tracking, rooming list submissions, and attendee room assignments
Manage travel logistics and coordination for key stakeholders as needed, including ground transportation and arrival/departure schedules
Serve as the primary point of contact for hotel housing inquiries and escalations
Manage relationships with event vendors, including AV, catering, décor, and other event partners
Review and negotiate vendor contracts, ensuring compliance with agreed-upon scopes and service levels
Coordinate vendor deliverables, timelines, and day-of logistics to ensure seamless execution
Maintain and track the event budget throughout the planning cycle, ensuring accuracy and cost discipline
Review and reconcile all vendor invoices against contracted services and approved budgets
Compile final financial reconciliation and post-event expense summary for NFDA staff review
Serve as a hands-on operational lead during the event, managing setup, vendor coordination, and real-time troubleshooting
Ensure a seamless and high-quality attendee experience from arrival through departure
Supervise event flow and proactively address issues as they arise
Compile post-event summary reports including attendance, budget performance, and key operational metrics
Document lessons learned and provide actionable recommendations for future events
Records standard operating procedures for future use