Meeting Planner

JOB SUMMARY:                                                                                                                                                                                                      The Meeting Planner is responsible for guiding a staff team to achieve results aligned with the organization’s business strategy. Logistical lead for the MDRT EDGE meeting and works on various events at the MDRT Annual Meeting. Liaison to various vendors and contacts to execute quality requirements, while maintain sound fiscal practices. This position manages projects and workflow within a cyclical timeframe. Ability to multi-task, manage time and resources, envision the overall picture while working on specific assignments, be team oriented and flexible are key attributes toward success at this position.

ESSENTIAL FUNCTIONS:

MDRT EDGE TEAM LEADER

• Oversee coordination of all meeting logistics and vendor contract negotiations  
• Lead team meetings and develops agendas.
• Manages General and VIP Housing Block
• Responsible for management collateral for meeting
• Management of Program Draft.
• Coordination of spec book & electronic spec book
• Work with DMC for all social events.
• Maintain Historical Records.
• Maintains Staff List and Assignments in coordinator with Director.
• Manages Catering.  Including document prep.

MDRT EDGE SITE SELECTION TEAM LEAD: 

• Manage site selection and RFP process for future Meeting sites.
• Execute contracts for venues for future MDRT EDGE meetings
• Manage contract review process when multiple contracts are in process.             

MDRT EDGE CONTRACT REVIEW LEAD:

• Reviews contracts for Convention Centers and hotels for future MDRT EDGE sites as required.
• Manage contract review process that have been assigned to other Planners to ensure that deadlines are met.         

MDRT EDGE BUDGET & BILL MANAGEMENT:

• Manages the budget preparation of documents with various departmental staff.
• Works closely with MS Director to submit a balanced budget to the Director of Finance.
• Works closely with MS Director throughout cycle to track “wish list” items, recommendation approvals, account adjustments and final actual costs.
• Provides Credit App and Direct Billing instructions to hotel.
• Reconciles EDGE Hotel Bills

EDGE MEETING WEBSITE & COLLATERAL:

• Manages process collaboratively with MarCom to develop the Registration information, Program book and website copy.
• Manages App creation.

EDGE HOUSING:

• Negotiate final room block and room rates with official hotel.
• Work with hotel on adjusting room blocks annually to reflect current MDRT pick-up patterns to avoid attrition.
• Contract and manage overflow hotel room blocks if necessary.
• On-site staff point person with hotels contact monitoring/resolving any issues, walks, etc.
• Work with hotel contact to ensure on-site manual audits are conducted to reduce potential attrition.
• Maintain historical housing information for future EDGE site negotiations.

EDGE VIP HOUSING:

• Responsible for overall MDRT VIP Housing process.  Create annual VIP housing target dates, adhere to deadlines established with hotel contact.
• Create and submit appropriate documents to hotel to reserve guest rooms and suites for all MDRT VIP’s.
• On-site point person regarding VIP housing issues/changes.
• Create and maintain VIP historic housing information
• Assign contractual concessions including amenities, airport transfers, etc. as necessary

EDGE DMC & SPECIAL TOUCHES:

• Manage RFP process for DMC and contract.
• Vet various venues, select and contract.
• Coordinate with DMC to create event design and onsite execution.
• Select menus.
• Arrange for transportation requirements
• Spec and onsite logistics implementation
• Responsible for budgetary limits and for final billing

EDGE DECORATOR:

• Manage RFP and selection process for the Decorator.
• Work with Decorator to determine branding opportunities and the layout of registration, store and Foundation booth.
• Manage selection and execution of furniture for the Main Room.
• Ensure on-site placement and execution.
• Final Bill reconciliation.
• Manage overall Look and Feel for the meeting.

EDGE GRATUITIES:

• Manages compilation of gratuities, distribution of monies and cards on-site at meeting.
• Selects 1 other person to sit with her and distribute money.

AM SECURITY/POLICE:

• Manages RFP and selection process for Security Firm. 
• Execute contracts.
• Meet with staff to compile security requirements and prepare final schedule and logistics with the selected firm and venue contacts.
• Review and itemize final billing into proper accounts.
• Verify venue/destination police requirements.  Coordinate scheduling with proper contacts, specs and final billing.

ANNUAL MEETING PGA LIAISON – TRAFFIC SESSIONS:

• Liaison to task force Director
• Arrange scheduling and interpretation for two Task Force zoom calls.  Prepare and distribute minutes.
• On-site Responsibilities: Assist task force Director as needed.  Attend PGA Leadership Meeting, PGA Kickoff and PGA/PDC Dinner

AM CRISIS MANAGEMENT

• Review and update Crisis Management document as required. Identify in-case of an emergency meeting location.  Send to Director for final approval.
• Once approved, distribute to the Executive Committee prior to meeting and add into spec book

ANNUAL MEETING RESPONSIBILITIES:

Prepare specs and collaborate with the leads on the following events:

• Special Guest Brunch
• Press Events
• Quarter Century Club

ANY OTHER DUTIES AND RESPONSIBILITIES AS ASSIGNED BY DIRECTOR.

KNOWLEDGE, SKILLS AND ABILITIES:

• 5 years of proven event and meeting planning experience
• Ability to manage projects and workflow within a cyclical timeframe
• Stakeholder focus and relationship management
• Experience with vendor and sponsor contracts
• Budget management experience
• Strategic market insight
• Effective communication and influence
• Ability to encourage an open team environment and build team effectiveness