Meeting Manager (Event Planner)

Overview

Meeting Manager (Event Planner) at AH & Association Headquarters. Association Headquarters is seeking a highly motivated and detail-oriented Meeting Manager with extensive experience in planning, coordinating, and executing meetings and events, including hotel selection and accommodations, budget preparation, contract negotiations, audiovisual, and transportation for meetings up to 1000 participants.

The Meeting Manager organizes the program, logistics, and registration information for events, including meetings, education courses, and webinars. The role requires collaboration with volunteer planning committees, internal departments, venues, and vendors to meet meeting objectives.

Responsibilities

• Prepare draft budgets for meetings based on venue costs, event schedule, and historical performance
• Assist meeting committees with budgeting and planning by providing historical data and recommendations
• Compile and maintain a meeting preparation calendar for committees and staff, showing tasks, responsibilities, and deadlines
• Meet deadlines on the individual meeting planning timeline
• Initiate the bid process, issue Requests for Proposals, and finalize contracts for all meeting contractors (audiovisual, exhibition services, transportation, photography, and off-site venues)
• Prepare comprehensive post-meeting reports on hotel data, income, and expenses, and provide lessons learned for the Meeting Chair\'s report to the Board
• Respond to member requests for information on meetings, sponsorships, exhibits, partnering, and other membership activities
• Serve as primary contact for meeting venues in planning and on-site management of meetings and education programs
• Work closely with volunteer planning committees and speakers
• Manage online proposal system and facilitate its use by the program selection committee
• Coordinate speaker communications and schedule sessions in contracted meeting space
• Track and communicate program and speaker changes
• Assist chairs in developing promotional plans by providing advice, historical data, and research as necessary
• Facilitate creation and distribution of promotional meeting publications
• Arrange distribution and coordinate outreach to non-members
• Perform other activities as required
• Coordinate vendor selection, communication, and contract oversight for audiovisual, decorators, and other vendors
• Coordinate off-site venue selection, contract negotiation, and contract oversight
• Manage meetings and events on-site
• Plan menus, room sets, and audiovisual
• Work with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programs
• Plan on-site flow, including registration, signage, and breakouts
• Create comprehensive staging guides for each meeting and event
• Oversee on-site meeting operations and coordinate volunteers and staff; liaison with hotel contacts to ensure a quality attendee experience
• Collaborate with the Meeting Chair and Arrangements Chair on on-site and off-site logistics
• Identify ways to improve meeting delivery in line with professional meeting best practices
• Monitor meeting budgets and inform the meeting chair and executive management of significant variances
• Direct the Meeting Coordinator on providing timely status reports, managing registrations, ensuring website accuracy, and updating meetings manuals

Qualifications

What We Offer

About AH

AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH : a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division for custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.

Equal Opportunity

Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, national origin, ethnicity, age, sex (including pregnancy), family status, marital / civil union status, religion, sexual orientation, gender identity and expression, disability, genetic information, and other characteristics as protected by law.

How to Apply

Salary : $60,000 - $75,000 per year

Job Posted by ApplicantPro

Location and related job postings : Toronto, Ontario, Canada

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