Vice President, Meeting Logistics

URBAN LAND INSTITUTE•Washington, DC

4d•Onsite

About The Position

The Urban Land Institute (ULI) is seeking a Vice President of Meeting Logistics to lead the logistical strategy and execution of its flagship Spring and Fall meetings. These events are among the largest convening platforms in the real estate and urban development industry, drawing thousands of attendees. The role involves managing the logistics team, overseeing vendor relationships, and translating the strategic vision of the Meetings department into operational reality. This is a leadership position that requires operational excellence and the ability to navigate organizational change while maintaining team stability. The first year will focus on mastering existing operations, understanding the team and vendors, and building relationships. Subsequent years will involve implementing strategic changes to event production and delivery.

Requirements

Minimum 10 years of progressively responsible experience in association meeting planning and management, with at least 5 to 7 of those years managing large-scale meetings (3,000 plus attendees) as a director-level leader
Proven success directing logistical operations of meetings with multiple concurrent sessions, numerous meal functions, and executive-level participants
Strong background in budgeting accountability, staff leadership, and contractor management
Demonstrated ability to navigate organizational change while maintaining team stability and trust
Excellent vendor negotiation and relationship management skills
Association management background (ASAE, PCMA, MPI members preferred)
Professional demeanor and strong communication skills, both written and verbal
Ability to manage multiple complex projects simultaneously and work effectively under pressure
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint) and project management tools
Willingness to travel approximately 30 days per year; flexibility to work overtime and weekends as needed
Bachelor's degree required

Nice To Haves

Certified Meeting Planner (CMP) or similar industry credential
Familiarity with NetFORUM, Smartsheet, or similar meeting and project management platforms
Experience producing or supporting international events

Responsibilities

Own the logistical strategy and execution of the Spring and Fall meetings, managing all operational aspects from site selection through post-event closeout
Develop and manage meeting budgets totaling $5 million and above
Oversee vendor relationships across all categories including hotels, audiovisual, catering, transportation, security, and specialized logistics contractors
Manage site selection and contract negotiations for future meetings and events
Create and maintain comprehensive project timelines, schedules, and deliverable tracking across all meeting operations
Lead and develop a team of three full-time staff managing logistics, housing, sourcing, and specialized functions
Partner with departments across ULI including program, content, marketing, and executive leadership to align on meeting objectives and logistics requirements
Build and maintain relationships with ULI members, sponsors, and committee participants, representing the organization professionally at all levels
Provide support for member committee meetings and VIP engagements; liaise with executive-level participants
Manage strategic partnerships with major logistics partners, housing consultants, and sourcing firms
Oversee contract negotiations, manage vendor performance, and ensure quality delivery across all third-party services
Coordinate and manage specialized vendors for audiovisual, decorating, transportation, security, and other logistics functions
Support the logistics needs of additional conferences and events as needed
Stay current with industry trends and technologies; recommend improvements that increase efficiency and member value
Travel approximately 30 days per year for on-site meeting support and planning visits