Meeting Planner

Rotary Club of Monroe, Louisiana•Evanston, IL

2d•Hybrid

About The Position

This position supports the Global Events & Experience team, responsible for planning and supporting a portfolio of events at Rotary. You will have the opportunity to provide full-service support for small to mid-size meetings, while being a contributing member of Rotary’s largest events: International Assembly, International Convention, and the triennial Council on legislation. Your contribution will serve to advance Rotary’s mission in face-to-face and virtual environments.

Requirements

Bachelor’s degree or equivalent
5+ years of experience in meeting planning
Familiarity with meeting planning software Social Tables, eShow, or equivalent
Experience planning and executing small to midsize meetings, including RFP development, vendor contracting, meeting specs, AV / F&B planning and on-site operations
Strong budgeting and financial management skills, including forecasting, reforecasting and invoice reconciliation
Ability to develop timelines, project plans, space allocation documents and Banquet Event Orders (BEOs) with accuracy and attention to detail
Strong customer-service mindset, with the ability to collaborate effectively with staff, vendors, and stakeholders
Execllent written and verbal communication skills across diverse audiences
Strong organizational skills, with the ability to manage multiple priorities while maintaining a high attention to detail
Problem-solving orientation with the ability to navigate complex situations and adapt as event needs evolve

Nice To Haves

Certified Meeting Professional (CMP) designation is preferred
Prio experience in association meeting planning, hotel account management or hotel banquet experience is a distinct advantage

Responsibilities

Planning and managing assigned meetings, including needs assessments, site visits, project timelines and specification (spec) development
Coordinating with both internal and external stakeholders on event needs, objectives and budget allocations
Building budgets and reforecasts, reconciling invoices according to policies and procedures
Traveling both domestically and internationally, several times per year to manage and/or support events
Overseeing on-site operations, room setups and vendor service delivery
Coordinating meeting room specs, BEO’s, floorplans, and communication of all event requirements
Developing and issue RFP’s for venues and service providers; compile bids and prepare recommendations.
Maintaining vendor contact lists, resources and reference materials
Travelling both domestically and internationally several times per year for site visits that include meetings with venues as well as service providers
Tracking meeting progress using SharePoint or other project management tools
Providing regular updates to stakeholders and managers in both live as well as written formats