Association Event Planner

Part 2 Events • Full-time • Washington DC-Baltimore Area, US • 1m ago

Association Event Planner (Full-Time/Remote with Travel) DC/VA/MD area

Part 2 Events, a full-service meeting and event management company, is hiring a full-time Association Meeting planner to act as a primary client liaison and event manager for assigned association meetings. Part 2 Events manages in-person, hybrid, and virtual experiences for our clients and the ideal candidate has experience in all three event types. We are seeking someone who has 2+ years of professional experience in association meeting planning. This role requires the ability to manage relationships with external suppliers and internal stakeholders. The ideal candidate must be detail-oriented, motivated and driven. While this position is primarily home-based, you must be willing to travel to events, site visits, meetings, etc.

Qualifications, Experience and Skills:

The following describes our ideal candidate for this role.

· Minimum of 2+ years of progressive experience in association meeting planning,

· Ability to cultivate client relationships and vendor management.

· Excellent oral and written communication skills.

· Professional, assertive and positive with a proven ability to develop and lead in a team environment.

· Ability to work unsupervised at home or remotely.

· Flexibility to occasionally work evenings and/or weekends and the ability to travel up to 20-30% of the time

· Working knowledge of industry standards

· Must possess computer literacy skills, i.e. Windows –based (MS Word, Excel and PowerPoint)

· Knowledge of meeting-related technologies preferred (Cvent, Social table, Event Mobile Apps)

· Bachelor’s Degree required (in a related field preferred)

Key Responsibilities:

· Manage the life cycle of Annual Association Meetings.

· Lead the site selection process for Annual Association Meetings, which often involves a long-term planning cycle of a year or more.

· Negotiate multi-year hotel and venue contracts or for the Annual Meeting, including the master hotel block, venue use, and general service contractor agreements, ensuring the best value and favorable terms

· Develop the overall strategic timeline

· Manage speaker logistics including travel arrangements to the collection and review of presentation materials.

· Manage the execution of the official trade show or exposition component, including working with exhibitors, floor plans, and vendor move-in/move-out schedules.

· Oversee all logistics for the event, including room set-ups, F&B requirements, and audiovisual and technology services.

· Manage the exhibitors and sponsors, floor plans, and vendor move-in/move-out schedules.

· Creative event development including food and beverage, décor, themes

· Budget reconciliation, and final billing

· Manage rooming lists, registration reports

· Manage event print materials including name badges, collateral, banners, signage etc.

· Manage event registration and websites.

· Maintain accurate records and a comprehensive database of industry contacts, vendors, and venues.

· Post events, analyze meeting practices and provide data-driven recommendations to streamline processes and maximize meeting effectiveness

About Us:

Part 2 Events, LLC is a full-service boutique meeting and event management company committed to executing an exceptional experience while providing extraordinary customer service. Founded in New York City in 2014, our mission has always been to provide personalized service to corporate and non-profit clients. For more information, visit: https://www.part2events.com/.