Job Description

Job Details
Meeting Planner
Location: 100% remote (open to any time zone; preference for CST or EST)
Duration: 10/19/2026 - 12/31/2026 (Contract)
Team: Customer Meetings & Events
Job Description
Dedicated to a single VIP client group (healthcare); very high-touch meeting planning role.
Seeks an organized, detail-oriented professional who can hit the ground running; client will provide process training.
Requires a minimum of 3+ years planning or customer service experience in hospitality; potential for contract extension or conversion to FTE for the right candidate.
Responsibilities
Meeting/Event Planning process: Determine purpose of meeting, prepare project plan with specifications, obtain historical program information, identify stakeholder needs, prepare program outlines (topics, content, speakers), design program details, identify evaluation criteria, determine technology requirements, and proactively escalate potential issues.
Meeting/Event Planning process: Perform time tracking as requested by management.
Facilities & Services: Determine appropriate geographical location and venue, identify required services, coordinate security procedures, plan and oversee technology requirements, conduct pre-meeting briefings and post-meeting follow-ups with suppliers and facilities, and plan/site-inspection agendas.
Financial & Contract Management: Identify ancillary revenue or cost savings opportunities, develop meeting budgets (including vendor contract negotiations), ensure completion of payments/billing, manage according to budget, conduct RFP processes, determine participation fees, handle group reporting, and ensure adherence to deposit terms, contract T&Cs, and billing guidelines.
Logistics: Establish invitation/registration procedures, assess risk management and insurance needs, determine exhibitor booth assignments and setup, secure and communicate transportation arrangements, determine function-room setup (seating/AV), manage food & beverage, prepare and review housing reports, coordinate material shipping, and comply with M&E technology usage requirements.
Program: Secure and manage speakers/entertainment contracts, determine F&B requirements that support objectives, arrange ancillary/pre/post meeting activities, arrange media/PR activities, provide program feedback and debrief notes to stakeholders, collaborate with onsite Lead Travel Director, and act as business lead meeting owner for assigned programs (onsite travel noted in program duties).
Qualifications
Minimum 3 years of meeting/event management or customer service experience in hospitality.
College diploma or degree in a related field preferred; equivalent experience considered.
Effective communication in English.
Good knowledge of Microsoft Office products.
Knowledge of project management procedures.
Ability to process financial information and manage budgets.
Strong organization skills with ability to coordinate multiple resources, set priorities, multitask, and remain calm in fast-paced situations.
Excellent oral and written communication, customer service, critical thinking, attention to detail, and negotiation skills.
Preferred Qualifications
CMP or formal project management designation preferred.
Travel industry knowledge preferred.
Knowledge of electronic meeting management tools preferred.
Compensation
Pay Rate: $38.62/hour
Requisition ID: 37670916

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