Job Title: Meeting Planner Area: Meetings and Events Reports to: Manager, Logistics Pay Group: Exempt
Rotary is 1.2 million inspired business and professional leaders, in 35,000 Rotary clubs and more than 200 geographical areas united daily across cultures and occupations addressing illiteracy, disease, hunger, poverty, and lack of clean water. The fervent idea exchange celebrates diverse perspectives and facilitates positive change. Passion and engagement abound at Rotary International. In exchange for hard work and dedication, our employees are rewarded with competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. We offer all this and more. Come join us. Visit www.rotary.org to learn more.
Rotary’s commitment to diversity
One of Rotary’s values is diversity, which we define as embracing diversity in thought, culture, and perspective. As such, we welcome and encourage highly-qualified candidates with diverse experiences and backgrounds to apply.
General Overview This meeting planner will function as part of an “event team” that is assigned to produce a portfolio of Rotary meetings and events.
The position will provide full-service meeting planning support for small to midsize meetings as assigned. This support may include: budget development, forecasting, Request for Proposal (RFP) development, bid analysis, contracting for services, meeting specification development and communication, invoice reconciliation, registration, hotel rooms, meeting space, food & beverage, audio visual, simultaneous interpretation, signage, and other meeting needs.
Additionally, this planner will be assigned specific responsibilities in support of Rotary’s three largest events: International Assembly, International Convention, and the triennial Council on legislations.
Education Bachelor’s degree or equivalent in work experience required.
Knowledge and Skills: Required
Experience working in a convention and / or a convention hotel setting.
Experience securing and communicating meeting specifications, negotiating pricing, and executing vendor agreements for meeting services and equipment.
Strong project management, organizational, administrative, and problem-solving skills
Strong customer service orientation.
Excellent interpersonal, written and verbal communication skills.
Ability to manage multiple priorities with attention to detail
Computer literacy and high proficiency with Microsoft software
Knowledge of floorplan design software “Meeting Matrix” or similar design program
Experience working with Simultaneous Interpretation equipment
Fluency in a foreign language.
Provides planning and participates in management for assigned events including gathering client expectations and objectives, conducting site visits, development, review, and revision of project management timelines and meeting specifications. Develops vendor RFP’s, event budgets, provides timely reforecasting of budgets, through invoice reconciliation and payment per policies and procedures.
Serves as a consultant conducting an exploratory needs assessment with follow up report to stakeholder confirming meeting services and estimated time required to plan the event. Tracks planning progress for each event in SharePoint or similar project management tool.
Initiates vendor selection process by researching vendors and venues, developing the request for proposal (RFP), compiling vendor bids, and preparing a vendor recommendation in compliance with RI procurement procedures.
Manages meeting space by initiating and revising space allocation documents for all functional areas of each meeting, updates meeting planning work order software for all meeting space.
Coordinates meeting resume, specifications, and floorplans to communicate event requirements.
Liaises with RI Language Services to coordinate interpreter services and equipment needs.
Supervises and monitors room setups at meetings. Ensures accurate vendor billing through timely reconciliation of final invoice and reclassifying expenses.
Arranges all food and beverage needs according to the event specs and the terms of the contract. Supervises food and beverage arrangements for all assigned portfolio events.
Some events may require coordination of registration, flight manifests, and housing.
Coordinates with Registration team to maintain accurate attendee master list of special requests and dietary requirements of attendees.
Creates and maintains vendor contact lists and policy and procedure manuals.
Exhibits an attitude of professionalism, service and collaboration within the Meetings and Events team, the RI Secretariat and the community at large in support of the Secretariat and Rotary International’s Strategic Plan and Mission.
Implements Board and Trustee actions as related to responsibilities.
Reports weekly to Manager on portfolio progress
Assists the department manager with other projects, as assigned.
Minimum of three (3) years of meeting planning experience required.
Project management or team management experience required.
Experience working in an international environment desirable.
Supervisory Responsibility No direct report.
Budget Responsibility Responsible for developing and monitoring actual versus budgeted line items and reconciling operational budgets for accounts within meeting cost centers as assigned.
Able to sit for extended periods of time
Able to stand for extended periods of time
Able to walk for extended periods of time
Able to climb stairs for extended periods of time
Able to travel* domestically and internationally for extended periods of time
Able to lift a minimum of 25lbs
Able to utilize office equipment such as copy machine, phone, cell phone, 2-way radio, fax machine, computer, etc.
* Travel may include but not be limited to sitting in an airplane, train, bus or other form of transportation in order to get to a predetermined location.
Internal Contacts Primarily divisional-, department- and section-level personnel, especially those in the Senior Leader Support, Corporate Governance, Membership Services (Programs, Learning and Development, Membership Development), Finance, Communications, Public Relations, The Rotary Foundation, IS, Language Services, Corporate Services, Legal Services, and the Support Services Area.
External Contacts External--Volunteer host organizations, meetings-related committees, and outside vendors; RI building management and venues management.
Rotary is 1.2 million inspired business and professional leaders, in 35,000 Rotary clubs and more than 200 geographical areas united daily across cultures and occupations addressing illiteracy, disease, hunger, poverty, and lack of clean water. The fervent idea exchange celebrates diverse perspectives and facilitates positive change. Passion and engagement abound at Rotar...y International. In exchange for hard work and dedication, our employees are rewarded with competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. We offer all this and more. Come join us. Visit www.rotary.org to learn more.