Meeting Planner

Society for Mining, Metallurgy & Exploration- • Centennial, CO

2d • $60,000 - $70,000 • Hybrid

About The Position

The Society for Mining, Metallurgy & Exploration Inc. (SME) is seeking a passionate Meeting Planner to join their Meetings Department. This full-time exempt position is responsible for the development, planning, organizing, management, administration, profitability, and effectiveness of assigned SME conferences. The role involves cross-functional collaboration with departments such as Marketing, Programming, IT, and Web Development to ensure successful events. SME is a global scientific and technical society with over 13,000 members, dedicated to serving the mining industry through professional community nurturing, technical content development, and educational opportunities.

Requirements

• Bachelor’s degree in business administration or related field
• 3 years of experience in Meetings, Project Management, or Event Planning
• Or an equivalent combination of education and experience.

Nice To Haves

• CMP Preferred
• Association experience a plus
• Experience planning a city-wide function with 5,000+ attendees

Responsibilities

• Responsible for the development, planning, organizing, management, administration, profitability, and effectiveness of various SME conferences.
• Collaborates cross-functionally with outside departments to create successful events.
• Keep projects organized and moving towards a common goal/deadline while also maintaining standards and best practices.
• Work independently, managing groups of volunteers and co-workers while establishing and meeting deadlines.
• Manage and report on pre-meeting financial projections, as well as post-meeting financial reconciliation of meeting invoices, including hotel and other general vendor bills.
• Frequent communication with association staff, association members, vendors, and hotel staff.
• Responsible for preparing and distributing meeting logistic information to staff prior to meeting.
• Manage and directs logistics, including tours, transportation, activities, menu selection, guarantees, billing and all specifics of meeting planning.
• Establish and maintain relationships with preferred supplier partners. Manages vendor relationships including housing registration and general services contractor, ensuring timely turnaround for design ideas, signage, structures, shipping, and on-site production are implemented and properly managed.
• Provide on-site management to ensure all arrangements are executed properly including registration, hotel reservations, room sets, audiovisual, catering, transportation, signage, freight delivery and distribution, communication, participant flow, and wrap up.
• Ensure events meet legal, safety, and health requirements and regulations; obtain necessary permits.
• Assist staff with budget preparation and documentation for Regional and Annual conferences.
• In collaboration with the Director of Meetings, oversees 3rd party registration/hotel provider (focusing on attendees), ensuring registration policies and procedures are implemented and hotel blocks are properly managed.
• Conduct site visits for future events and collaborate with staff on final site decisions.
• Establishes relationships with local contacts prior to events.
• Research, evaluates, and negotiates contracts including hotels, 3rd party partners, shippers, event suppliers, etc.
• Develops and maintains current lists of available venues, services, and pricing options.
• Other duties as assigned.

Benefits

• Medical, Dental, Vision
• FSA or HSA
• Short-Term Disability Insurance
• Employer Paid Life Insurance
• Employer Paid Long-Term Disability
• Travel Assistance
• EAP
• Sick, Vacation, and Holidays including Winter Break office closure from 12/24-1/1
• 9/80 Work Schedule option

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level