Meeting Planner

Job Summary:

The Charleston Defense Contractors Association (CDCA) is seeking a highly organized and

detail-oriented Meeting Planner to:

• Oversee the planning, coordination, and execution of all CDCA-hosted events throughout

the calendar year.

• Manage events including three symposiums, one summit, 12 monthly Board of Director

meetings, two Board of Director Off-Site Planning meetings, and additional association

events as needed.

• Represent the CDCA professionally while ensuring seamless event execution by

managing logistics, coordinating stakeholders, and enhancing the overall attendee

experience.

• Maintain a professional home office, CDCA supplied laptop and other equipment.

• Perform additional duties as assigned by the Executive Director, in alignment with

current operating policies, processes and procedures.

Key Responsibilities:

Event Planning & Logistics Management

• Develop and maintain a comprehensive event calendar to ensure successful execution of

all CDCA events.

• Manage venue selection, vendor negotiations, and event logistics, including catering,

audiovisual (AV) requirements, and accommodations.

• Coordinate event registration, attendee tracking, and customer service, ensuring a smooth

experience for participants.

• Ensure all events comply with CDCA policies and industry regulations.

Stakeholder & Speaker Coordination:

• Collaborate with CDCA leadership, board members, and committees to define event

objectives and programming.

• Coordinate with 3rd party vendors to oversee speaker management to include speaker

invitations, scheduling, and contracts, ensuring seamless session execution.

• Coordinate with 3rd party vendors to oversee sponsor/exhibitor sales, and key

stakeholders to maximize engagement and participation.

Marketing & Communications Support

• Work with marketing teams to develop and distribute event promotions, including email

campaigns, social media outreach, and website updates.

• Oversee the creation of event materials such as agendas, signage, and digital collateral.

• Ensure consistent branding and messaging across all event communications.

On-Site & Virtual Event Execution

• Lead on-site event operations, including registration, setup, and logistical coordination.

• Oversee virtual and hybrid event execution, managing live streaming, digital engagement

tools, and technical troubleshooting.

• Address and resolve any event-related challenges in real time to maintain high-quality

attendee experiences.

Post-Event Reporting & Analysis:

• Conduct post-event evaluations, gathering feedback from attendees, sponsors, and

stakeholders to assess event success.

• Prepare event reports, including budget reconciliations, attendance metrics, and

recommendations for future improvements.

• Continuously refine event planning strategies to enhance efficiency and engagement.

Qualifications & Skills:

• 3 years of experience in event planning, conference management, or association event

coordination.

• Strong knowledge of event logistics, contract negotiations, and vendor management.

• Experience managing large-scale industry symposiums, summits, and networking events.

• Proficiency with event registration platforms (e.g., Cvent, Eventbrite, etc.) and virtual

event technology.

• Exceptional organizational, communication, and problem-solving skills.

• Ability to multitask and manage multiple projects in a fast-paced environment.

• Proficiency in Microsoft Office Suite; experience with project management and event

planning tools preferred.

• Ability to travel as needed for event execution.

Preferred Qualifications:

• CMP (Certified Meeting Professional) or equivalent certification.

• Experience planning defense, government, or technology-related conferences.

• Familiarity with hybrid and virtual event platforms.

Benefits:

Health benefits and mobile phone reimbursement

Paid Time Off:

10 days of PTO and 11 Federal

Holidays