Meetings Manager

Spargo Inc

3d•Hybrid

About The Position

As a Meetings Manager at SPARGO, you will independently manage the full lifecycle of logistics planning for assigned meetings ranging from 200 to 1,500 attendees. You will serve as the operational lead for your events—developing budgets and project plans, overseeing venue and vendor coordination, and leading the onsite execution. Success in this role requires a strong project management mindset, attention to detail, and the ability to proactively communicate and collaborate across internal teams and with clients.

Requirements

3+ years of direct experience planning corporate or association meetings
Ability to manage competing deadlines and multiple events simultaneously in a fast-paced environment.
BA/BS or equivalent professional experience.
Exceptional written and verbal communication skills with the ability to convey information clearly, professionally, and confidently across a range of stakeholders, including clients, vendors, and internal teams
Strong organizational skills, attention to detail, and ability to operate independently, using sound judgment and available resources to solve problems.
Proficient in Microsoft Office suite

Nice To Haves

Experience with project management tools (e.g., Smartsheet)
Experience with event databases (e.g., CVENT, Access)
CMP preferred but not required.
Experience with medical meetings
Familiarity with association management

Responsibilities

Serve as a day-to-day logistics contact for assigned clients, communicating proactively via calls, emails, and meetings
Build collaborative relationships with venues and vendor partners.
Provide timely updates and seek client input when appropriate, escalating key issues to senior staff.
Work closely with internal departments, including registration, housing, and exhibits, to deliver integrated event execution.
Participate in internal planning meetings and collaborate to identify and resolve challenges.
Develop and manage planning timelines, ensuring tasks and deliverables stay on schedule.
Lead logistical planning for assigned client meetings including venue sourcing, contract negotiation, budgeting, venue and vendor partner coordination, and onsite delivery.
Grid meeting space, manage room assignments, oversee affiliate/in conjunction with (ICW) with approvals, and ensure alignment with client objectives and affiliate/ICW group requests.
Create detailed event documentation (meeting specs/function book/staging guide and resume) for internal team and venue and vendor partners.
Manage housing (in some instances) to include preparing subblock(s) and weekly pick-up reports, assigning concessions and comps, and submitting rooming lists.
Review and reconcile post-event final invoices and submit to client for timely payment.
Gather feedback from internal staff and venue and vendor partners, develop recommendations for improvement, and conduct debrief meetings with clients, vendor partners, and venues.
Perform other duties as assigned.
Prepare and issue speaker invites, notification emails, and logistical email templates.
Collect presentations, scripts, headshots, bios, release forms, travel details, etc. and follow up with speakers as needed on missing materials.
Greet speakers/presenters onsite and work with AV team as needed on uploading PPTs.
Issue any post-event communications e.g., thank you and reimbursement instructions.
Represent SPARGO on-site during events, ensuring seamless execution and client satisfaction.