Meeting Planner

Area: Meetings and Events

Reports to: Logistics Manager

Classification: Exempt

Location: Evanston, IL

This position is designated as Hybrid - Fully Flexible and expected to work from our World Headquarters office once per month to several times a week. The specific days in the office are determined by managers based on business requirements. Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston.

Organization Overview

Rotary is a membership organization that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotary’s clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://www.rotary.org.

Rotary’s Commitment to Diversity

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.

Overview

This position will function as part of an events team, responsible for planning meetings and events around the world for Rotary International. You will have the opportunity to produce individual meetings and contribute to larger annual events like the International Convention.

The position will provide full-service meeting planning support for small to midsize in-person and virtual meetings as assigned. This support may include: budget development, forecasting, Request for Proposal (RFP) development, bid analysis, contracting for services, meeting specification development and communication, invoice reconciliation, registration, hotel rooms, meeting space, food & beverage, audio visual, simultaneous interpretation, signage, and other meeting needs.

Additionally, this planner will be assigned specific responsibilities in support of Rotary’s three largest events: International Assembly, International Convention, and the triennial Council on legislations.

You Will Have

• Education: Bachelor’s degree or equivalent in work experience required
• Minimum of three (3) years of meeting planning experience required.
• Experience working in a convention and / or a convention hotel setting.
• Experience securing and communicating meeting specifications, negotiating pricing, and executing vendor agreements for meeting services and equipment.
• Proficiency with ZOOM or other virtual meeting platforms for virtual / hybrid delivery.
• Computer literacy and high proficiency with Microsoft software.
• Experience with eShow or similar meeting management software.
• Knowledge of floorplan design software Meeting Matrix, Social Tables or similar design program.
• Experience working with Simultaneous Interpretation equipment.

You Are Good At

• Project Management and organization
• Working on multiple projects simultaneously
• Customer Service Orientation
• Written and oral communication
• Attention to detail

You Are Open To

• International Travel

You Will Be Responsible For

• Provides planning and participates in management for assigned in-person and virtual events including: gathering client expectations and objectives, conducting site visits, development, review, and revision of project management timelines and meeting specifications.
• Develops vendor RFP’s, event budgets, provides timely reforecasting of budgets, through invoice reconciliation and payment per policies and procedures.
• Serves as a consultant conducting an exploratory needs assessment with follow up report to stakeholder confirming meeting services and estimated time required to plan the event.
• Tracks planning progress for each event in SharePoint or similar project management tool.
• Initiates vendor selection process by researching vendors and venues, developing the request for proposal (RFP), compiling vendor bids, and preparing a vendor recommendation in compliance with RI procurement procedures.
• Manages meeting space by initiating and revising space allocation documents for all functional areas of each meeting, updates meeting planning work order software for all meeting space.
• Coordinates meeting resume, specifications, and floorplans to communicate event requirements.
• Liaises with RI Global Communications to coordinate interpreter services and equipment needs.
• Supervises and monitors room setups at meetings which may include setup for streaming or capturing content for online delivery.
• Ensures accurate vendor billing through timely reconciliation of final invoice and reclassifying expenses.
• Arranges all food and beverage needs according to the event specs and the terms of the contract.
• Supervises food and beverage arrangements for all assigned portfolio events.
• Some events may require coordination of registration, flight manifests, and housing.
• Coordinates with Registration team to maintain accurate attendee master list of special requests and dietary requirements of attendees.
• Creates and maintains vendor contact lists and policy and procedure manuals.
• Exhibits an attitude of professionalism, service and collaboration within the Meetings and Events team, the RI Secretariat and the community at large in support of the Secretariat and Rotary International’s Strategic Plan and Mission.
• Implements Board and Trustee actions as related to responsibilities.
• Reports weekly to Manager on portfolio progress
• Assists the department manager with other projects, as assigned.

Why work for Rotary?

• Generous medical, dental, and vision benefits package
• Progressive 401k matching contributions
• Above market and generous paid time off package
• Tuition reimbursement
• Professional development opportunities
• On-site cafeteria and coffee bar with special pricing for Rotary employees
• Flextime-several different work schedules to choose from
• Close to CTA, Metra, a variety of stores, and many food options

Please note:

• Rotary does not provide VISA sponsorship or relocation assistance.