Meeting Planner

Meeting Planner

Location : Irving, TX

Reports to : Senior Manager, Events & Expositions

Job Summary :

The Meeting Planner is responsible for supporting the planning, organization, and execution of the association's annual PPAI Expo and 4-5 membership Events throughout the year. This position requires strong attention to detail, organizational abilities, and proactive problem-solving skills to ensure seamless event execution.

Travel Requirements :

This role requires travel to support key events, including :

January : The PPAI Expo

May : North American Leadership Conference (NALC)

June : Women's Leadership Conference (WLC)

September : Responsibility Summit

October : Leadership Development Conference (LDC)

Site Visits : Throughout, As Needed

Key Responsibilities :

• Event Logistics (25%) : Manage meeting details, including food and beverage selections, audiovisual requirements, timelines, room diagrams, and onsite execution. Review BEOs, MEOs, and function orders with venues / vendors to ensure accuracy.
• The PPAI Expo Logistics (25%) : Oversee meeting space assignment and allocation, ancillary space requests, and internal & external food and beverage orders. Coordinate billing, audiovisual needs, timelines, and room setups while working collaboratively to ensure seamless execution.
• Event Onsite Support (15%) : Oversee setup and breakdown of events, ensuring all logistical components- such as AV, food and beverage, room sets, and venue logistics- are executed as planned.
• Expo Onsite Support (15%) : Oversee onsite logistics, ensuring seamless execution across key meeting spaces, including but not limited to General Session, Breakout Rooms, Show Floor food and beverage activations, and internal functions. Maintain visibility throughout external meeting spaces, proactively addressing logistical challenges. Manage and guide 1-2 temporary meeting planners, ensuring all onsite coordination follows established plans.
• Budget and Invoicing (5%) : Assist in budget development and expense tracking, ensuring all costs are property reconciled and aligned with financial objectives.
• Milestone & Timeline Management (5%) : Maintain and track critical deadlines to ensure all key event milestones are met.
• Other Duties as Directed (5%) : Participate in miscellaneous projects and assignments that support the Expositions & Events team.

Experience Requirements :

Knowledge, Skills and Abilities :

Specific Qualifications :

Association-Wide Responsibilities & Values (expectations of everyone) :

Job Status :

Physical Activity :

Work Environment :

PPAI is an Equal Opportunity Employer (EOE)