Meeting Planner

Status: Pending
Status Reason: Pending Sourcing

Reason: Contingent Hire
Department: Customer_Meetings & Events
Job Category: Meetings and Events
Job Code: Meeting Planner
Job Title: Meeting Planner
Duties: Manager is seeking 3 Meeting Planners
This role is dedicated to one main VIP client group (healthcare) and very high touch. Seeking someone organized, detailed, professional and a strong background is preferred. The team needs someone who can hit the ground running. Client will certainly provide training on their processes but knowledgable with a min of 3+ years planning experience.

MISC Items:
100% remote
Open to any time zone but there is a preference on EST or CST due to client location. No travel as a contractor on this role.
Start Date: Oct 19 a target date and one step interview process / panel
End date: Dec 31 however there is a strong chance of extension of contract as well as conversion to FTE for the right person and skill set.

Meeting/Event Planning process
o Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program.
o Identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet needs of participants, identifies successful criteria for evaluation of meeting and determines technology requirements.
o Proactively escalates potential client, program, or delivery issues for timely resolution.
o Preforms time tracks as requested by management.

Facilities & Services
o Determines appropriate geographical location and venue.
o Identifies services required, and coordinates security procedures.
o Plans, orders, and oversees technology requirements.
o Conducts a pre-meeting briefing and post-con with suppliers and facility providers.
o Plans/creates agendas for site inspections.

Financial & Contract Management
o Identifies ancillary revenue sources and/or cost savings opportunities.
o Develops budget for meeting which may include vendor contract negotiations.
o Ensures completion of payment and /or billing process.
o Manages according to the budget.
o Conducts RFP process and determines fees for participation.
o Responsible for group reporting requirements.
o Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.

Logistics
o Establishes invitation/registration procedures, assesses risk management to determine insurance and operations needs, and determines exhibitor booth assignments/setup process.
o Secures and communicated transportation/travel arrangements.
o Determines setup for function rooms including seating and AV.
o Manages all food and beverage needs.
o Prepares and reviews housing reports in a timely manner.
o Coordinates shipping of materials.
o Complies with M&E technology usage as required.

Program
o Secures speakers/entertainment and manages contractual relationship.
o Determines food and beverage requirements that support program objectives.
o Arranges ancillary programs in conjunction with the meetings including pre/post meeting activities.
o Arranges media and PR activities for program.
o Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
o Travels onsite for assigned programs acting as the business lead meeting owner.
o Collaborates with onsite Lead Travel Director.
Skills: Qualifications

Experience:
o 3 years of meeting/event management or customer service experience in hospitality.
o CMP or formal project management designation preferred.

Languages
o Effective communication in English.

Knowledge, skills and abilities (KSAs)
o Good knowledge of Microsoft Office products.
o Knowledge of Project Management procedures.
o Travel industry knowledge preferred.
o Knowledge of electronic meeting management tool preferred.
o Excellent oral/written communication skills to communicate internally/externally.
o Strong critical thinking, attention to detail, customer service and negotiation skills.
o Strong organization skills that can coordinate multiple resources.
o Ability to remain calm in fast-paced stressful situations.
o Able to set priorities and multi task.
o Ability to work as a team player and be self-motivated.
o Ability to process financial information.
o Ability to travel to events as necessary.
o Ability to learn quickly and solve problems in a timely manner.
Keywords:
Education: o An equivalent experience and education may be considered.
o College diploma or degree in related field.
# of Positions: 1

Location:
New York, NY
666 3rd Avenue,

Schedule:
Start Date: 10/19/2026
Estimated End Date: 12/31/2026
Hours Per Week: 40.00
Hours Per Day: 8.00
Standard Schedule:
Schedule Notes:



Contact Information:

Addtional Information: Hello Suppliers,

Please read the notes on this request as the client leader is looking for 3 meeting planners. At this point we will not have a supplier call but we potentially may need one if there are challenges finding the right skill set.

EEO:

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”