Meeting Planner - Meetings, Events, & Logistics

Meeting Planner

The American College of Cardiology (ACC) is seeking a highly organized and detail-oriented Meeting Planner to join our dynamic team. This role is pivotal in supporting the planning and execution of ACC's large-scale events, with a primary focus on our Annual Scientific Session, which welcomes 17,00020,000 attendees each year.

The ideal candidate will bring extensive experience in meeting planning, registration, and housing management for large conferences and will thrive in a fast-paced, collaborative environment. You'll be responsible for managing all logistical aspects of internal and external meetings, from RFP development and site selection to onsite execution and post-event reconciliation.

Function & Scope:

The Meeting Planner - Meetings, Events & Logistics will manage and coordinate all aspects of the meetings and events planning for the American College of Cardiology (ACC) internal and external meetings including the development of RFPs for hotels, venues and vendors, site selection, contract and service negotiations, logistical arrangements, liaison with clients, manage onsite implementation with hotels, venues and vendors, and complete review and reconciliation of all logistics-related expenses. The role requires superior customer service and implementation of activities and events aligned to the goals and expectations of the offering. The associate is highly detail-and results-oriented, organized, and professional with a proven ability to manage multiple complex projects simultaneously.

This position is based in Washington, DC where we have a hybrid work environment (two days per week in the office).

Major Duties and Responsibilities:

• Serve as the subject matter expert for internal or external meeting and event logistics, including by providing guidance and education to stakeholders through the planning process
• Partner with colleagues to understand meeting and event goals and requirements, providing superior customer service and guidance as a logistics expert
• Manage all logistical aspects of meetings and events in alignment with the goals, specifications, and budget
• Develop and manage timeline requirements, ensuring milestones are reached according to schedule and clear communication is provided to activity manager on progress to meeting deadlines
• Development of RFPs for site selection, review responses, document site recommendations with rationale, negotiate contracts
• Manage room set up and AV requirements ensuring proper equipment and services are ordered and provided
• Document and manage food and beverage requirements
• Coordinate pre and onsite management of registration directly or in collaboration with vendor(s)
• Establish and monitor hotel room blocks, coordinate reservations, and provide housing list(s) to hotel(s) for member leadership, staff, faculty, vendors, etc.
• Arrange offsite events including set up, food and beverage, and transportation needs (e.g., faculty dinner, committee reception and/or dinner)
• Manage ground transportation requirements
• Provide onsite management for all logistical details
• Develop and maintain processes and documents used to manage signage, including capturing text, costs, sizes, sign locations and all other details
• Oversee onsite placement of signage in coordination with venue(s)
• Oversee shipping to venues for meetings and events and return shipping processes
• Setup onsite staff office, including room setup, supplies, food & beverage requirements
• Manage meeting budgets to specifications, including setting up direct billing, and processing invoices which include reviewing reconciling and coding expenses

Required Qualifications:

• Bachelor's degree
• 4+ years of experience in meeting planning and registration and housing management
• At least 2+ years of experience working in a team environment with internal and external constituencies
• Proven track record of successfully planning and executing large-scale, complex conference and meeting planning experience that includes working with convention centers and multiple hotels
• Strong customer service skills with proven demonstrated abilities to interact professionally and pleasantly with internal and external clients
• Experience planning the logistical aspects of meetings (e.g., working with hotels, event venues, audiovisual vendors, caterers, dcor companies)
• Experience with developing RFPs, sourcing venues and overnight rooms, negotiating contracts, and implementing contract agreements
• Strong interpersonal skills that support teaming with a broad array of stakeholders including medical professionals, executive leaders, contractors, consultants, partners, and internal colleagues
• Demonstrated ability to organize complex projects, be attentive to details, and deliver accurate work which will influence the success of a project
• Ability to work in a fast-paced environment managing multiple meetings and events and the associated tasks simultaneously, to set priorities, and to meet established deadlines
• Ability to prioritize under tight timelines to solve problems, while maintaining composure and a positive attitude with meeting and event stakeholders
• Flexible and able to work well in a collaborative environment with internal and external constituents
• Familiarity with developing and monitoring budgets and expenditures
• Excellent creative thinking and proactive problem-solving skills
• Strong oral and written communication skills necessary to interface with relevant stakeholders
• Superior organizational skills, highly detail oriented and dedicated to accuracy
• Knowledge of industry standards and guidelines related to meeting and event planning and implementation
• Excellent time management skills and ability to staff meetings
• Ability to carry out responsibilities independently
• Requirement to periodically work outside of standard work hours to meet deadlines, including the publishing of news from scientific meetings.
• Ability to be onsite in support of job responsibilities (anticipated at approximately 15% of time annually; may require travel and be up to one week at a time) including work during the evenings and weekends
• Proficiency with Microsoft Suite of Products (Teams, SharePoint, Word, Excel, Outlook) and Adobe Professional
• Ability and willingness to learn new software applications as necessary

Desired Qualifications:

• Knowledge of industry standards and guidelines related to medical meetings and events
• Experience with contract negotiations and implementation of contract agreements
• Experience using Salesforce
• Certified Meeting Planner (CMP) Certification