Title: Meeting Planner

Team: Meetings

Team Leader: Director of Meetings

Status: Full Time/ Non-Exempt (Hourly)

Educational / Experience qualifications:

• Associate Degree preferred or Equivalent Experience
• 5+ years experience of meeting planning with a growing level of responsibility

Skills needed to complete the job:

• 5+ years of meeting planning experience of both large scale and small meetings.
• 3+ years of experience with producing tradeshows with sponsorship support.
• Strong negotiation techniques with large room blocks, convention centers and off-site venues of all types.
• Familiarity with convention center work rules and regulations.
• Educational program content creation and speaker solicitation.
• Familiarity with database and event management software, such as iMIS.
• Demonstrate a strong work ethic and able to focus on attaining goals and deliverables.
• Ability to reflect strong (verbal and written) communication, organizational skills and details.
• Demonstrate strong project management skills while being to work interchangeable between working independently yet also being part of a team.
• Must be proficient in Microsoft applications with excellent skills in Word and Excel.
• Maintain a consistent positive attitude and high energy.
• Ability to be flexible and manage multiple projects (in multiple departments, reporting to various managers), while keeping them moving forward simultaneously and prioritizing multiple requests for information.
• Must be able to travel for annual exposition and winter conference and other shows

(approximately 10% of the total time within a year). Ability to work long hours during annual EXPO and WMC.

Essential responsibilities you must be able to perform:

This role is responsible for managing exhibitor logistics, attendee and exhibitor registration and exhibitor requirements for 200+ exhibitors at TCI EXPO.  Manage attendee registration at WMC as well as tours, auction and golf tournament and additional sponsored events as needed.  Additionally plan, coordinate and execute 10-20 mid-size regional meetings throughout the US.  Responsible for site selection, speaker program content, food and beverage, Audio/Visual, hotel blocks, and accounting closeout.

Specific tasks include:

• Manage exhibitor and attendee registrations, relations, convention center rules and regulations and sponsored activities at TCI EXPO and other events.
• Manage Winter Management Conference (WMC) onsite registration, tours, auction other logistics as needed.
• Coordinate all meeting planning logistics workshops and as assigned by Director of Meetings, for a variety of small meetings. Logistics include:
  • Locate and contract negotiation with suitable locations (oftentime for free or very low cost) for meeting space, hotel blocks, AV, food, and beverage. Ability to source a variety of locations such as city parks, tree care company headquarters, botanical gardens. etc.
  • Coordinate and contract with speakers to ensure travel, accommodations, educational materials, etc.
  • Create event registration for all workshops in TCIA database (iMIS)
• Coordinate with TCIA marketing and publications departments so all workshop details are complete for promotions. Assist in uploading workshop information to the database/website and review all workshop marketing materials for accuracy.
• Coordinate with TCIA shipping department so that all materials for all workshops materials and paperwork (workbooks, rosters, CEU forms) are properly disseminated and tracked.
• Work with TCIA Regional Coordinators to set up workshops in their regions.
• Assist in the development and implementation of department actions plans, as related to workshops.
• Work with internal team to coordinate logistics and deliverables for trade shows and sponsored events.
• Other job-related duties as assigned. TCIA is a team-orientated company where our employees are expected to perform any duty required to advance the mission of the association, regardless of whether the duty is listed in any specific job description.