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Meetings & Events Planner

Meetings & Events Planner

CEDIAFishers, IN, United States
2 days ago
Job type
  • Full-time
Job description

Job Description

Job Title :          Meetings & Events Planner

Department :   Operations

Reports to :        Director of Meetings & Events

FLSA Status :    Exempt

Location :          Remote (US) with Occasional In-Office Work (must be located near Fishers, IN)

ABOUT CEDIA

CEDIA® is the association for smart home professionals™. Established in 1989, CEDIA remains founded on the principles of advocacy, connection, and education. Globally, CEDIA defends the rights of technology integrators in governmental bodies, gathers industry professionals and allied tradespeople, and creates trainings, standards, and certifications to ensure the smart home industry advances and draws fresh talent. CEDIA co-owns Integrated Systems Europe, the world's largest AV and systems integration exhibition, and founded CEDIA Expo, the world's largest residential technology show. Today, a community of over 30,000 CEDIA members from more than 80 countries deliver home technology solutions that enrich our lives. Learn more about CEDIA at

WHY JOIN CEDIA

Joining our team presents an exciting opportunity for individuals seeking a dynamic environment working alongside the tech industry that focuses on making a positive difference in people’s lives. Joining CEDIA means becoming an integral part of a passionate and driven global community, where your contributions will not only be recognized but also play a pivotal role in the success of our collective endeavors. If you are looking for a challenging yet rewarding experience, this is the team where you can make a meaningful impact and thrive in your career journey.

CEDIA offers competitive compensation and an attractive benefits package including remote work (US), generous vacation and holidays, mental health days, volunteering time off, professional development, and more. As a global organization, you will get the opportunity to work with colleagues across the globe and build relationships through virtual team building activities and an annual weeklong company gathering.

CEDIA is proud to be certified as a Great Place to Work , a reflection of our commitment to cultivating a supportive, inclusive, and engaging workplace culture where employees feel valued and empowered.

SUMMARY

The Meetings & Events Planner will support the planning and delivery of meetings, conferences, and events by coordinating logistics, preparing materials, and ensuring smooth execution. This role will focus on organizing the details of events, assisting with vendor and budget processes, and providing on-site support to help deliver successful experiences. On-site support will include assisting with unboxing and repacking materials, moving tables, loading and moving pallets, and other hands-on event setup and teardown activities. The successful candidate must have the ability to perform these physical tasks as part of event execution.

WHAT YOU’LL BE ACCOUNTABLE FOR

The Meetings & Events Planner will coordinate event logistics including site selection research, food and beverage arrangements, AV needs, registration processes, and transportation. They will support the Director of Meetings & Events and Meetings & Events Manager in ensuring events are well organized, align with organizational goals, and provide a positive attendee experience.

The Planner will also assist in tracking event metrics, preparing reports, and collecting post-event feedback to help refine processes and improve future events. Onsite, they will provide operational support, help troubleshoot minor issues, and work with the team to ensure events run smoothly.

ESSENTIAL DUTIES AND RESPONSIBILITIES : Other duties may be assigned .

Event Planning & Coordination :

  • Consult with key stakeholders to determine program goals, objectives, and budgets.
  • Assist in organizing and facilitating pre-event meetings, ensuring active participation from all stakeholders and thorough discussion of event-related agenda items.
  • Research and recommend meeting sites and activities that align with event objectives.
  • Perform site visits when necessary.
  • Develop comprehensive event plans, including meeting specifications, banquet event orders (BEOs), and timelines.
  • Coordinate logistics planning, including agenda / program development, food and beverage menu selections, transportation, registration, housing, and audiovisual / technical needs.
  • Oversee the management of shipments to and from CEDIA HQ, ensuring timely communication with all relevant departments prior to the shipping date and confirming that all items are properly packed and ready for shipment in advance.
  • Track attendance, registration, hotel history, and attendee satisfaction.
  • Maintain up-to-date records and compile status reports on event metrics.
  • Regularly build, manage, and utilize event and project management platforms to support daily operations.

Vendor & Budget Management :

  • Request and collect vendor proposals.
  • Assist in the review of vendor contracts, working with the Director as needed.
  • Coordinate with vendors to ensure services and materials meet event requirements.
  • Help track expenditures, invoices, and order changes to support budget monitoring.

    • Onsite Event Management :

  • Provide onsite operational support for meetings and events.
  • Assist with registration, room setup documents, audiovisual needs, and event flow.
  • Troubleshoot and resolve issues seamlessly to maintain a positive attendee experience, escalating larger challenges to the Director of M&E or M&E Manager.
  • Provide exceptional customer service to all event attendees, ensuring a positive and seamless experience throughout the event.

    • Specific Event Responsibilities :

  • Serve as a point of contact for venue meeting services, maintaining space layouts, schedules, and venue requirements.
  • Help manage all food and beverage needs, including cocktail hours, buffet lunches, and continuous refreshment services, while staying within budget.
  • Help coordinate setup and breakdown logistics for audiovisual needs, create room setup documents, and manage event flow.
  • Support housing coordination including rooming lists and VIP / staff accommodations.
  • Help coordinate on-site registration workflow, venue needs, and equipment for attendee check-in.
  • Organize logistics for shipping, packing, and transit for event materials.

    • Post-Event Responsibilities :

  • Participate in post-event debriefs and compile comprehensive event reports as needed, with recommendations for future improvements.
  • Support invoice reconciliation and ensure all event documentation is archived properly.

    • REQUIRED SKILLS

  • Strong organizational skills to oversee event logistics, including scheduling, food and beverage planning, transportation, registration, and audiovisual needs.
  • Ability to manage multiple events simultaneously, ensuring timelines, deliverables, and expectations are met efficiently.
  • Excellent verbal and written communication skills, with the ability to work effectively with internal teams, external vendors, and event attendees.
  • Proven ability to oversee events in real time, manage vendors, troubleshoot onsite challenges, and implement contingency plans as needed.
  • Strong focus on accuracy when reviewing contracts, banquet event orders (BEOs), and invoices to ensure all details align with event goals and company policies.
  • Ability to prioritize tasks, work under pressure, and adapt to last-minute changes while maintaining a high level of professionalism.
  • Strong ability to build relationships with members, attendees, and stakeholders to ensure a positive event experience and achieve organizational goals.

    • EDUCATION AND EXPERIENCE

  • Bachelor’s degree in Event Management, Hospitality, Business Administration, or related field preferred.
  • 3+ years of experience in event / meeting planning or related field.
  • Proficiency in event management software (EventsAir a plus) and Microsoft Office Suite
  • CMP certification a plus

    • PHYSICAL REQUIREMENTS

    This role requires the ability to perform hands-on event setup and teardown activities, including unboxing and repacking materials, moving tables, loading and moving pallets, and other similar physical tasks. The Meetings & Events Planner must be able to lift up to 40 pounds, stand or walk for extended periods during events, and perform these duties safely and effectively as part of on-site event execution.

    TRAVEL

    This position will require you to travel to all US and Canadian Tech Summits, organizational off-site events annually, site visits, and other events as needed (25% to 35% expected travel).

    This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

    CEDIA is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

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