The Meeting Planner is responsible for all aspects of producing successful meetings and conferences and serves as support to the Meetings Manager, including contract review; meeting coordination; on-site meeting management; generating badges, confirmations, labels and accounting papers.
RESPONSIBILITIES AND DUTIES:
Negotiates and monitors contracts in accordance with established limitations, such as cost of goods or services, quality and quantity specifications. Also works to obtain the lowest price possible.
Works with affiliate association staff to prepare budgets for meetings and conferences.
Responsible for meeting event budget goals, including income (registrations, recruitment and retention of exhibitors) and expenses (all food and beverage, audio visual, transportation, special event and additional hotel costs)
Establishes and maintains effective relationships with vendor personnel, including resolution of any problems.
Communicates with appropriate internal personnel to develop requirement specifications and attending components for meetings and conferences.
Conducts service provider (hotel, convention centers, etc.) site visits and makes appropriate recommendations for use of the facilities.
Coordinates with exhibitors and sponsors for exhibition; develops contracts, assigns booths and sponsorships.
Works closely with speakers, registrants and exhibitor/sponsors regarding any requests or details that need to be worked out.
Develops brochures, forms and general handouts needed for meetings/conferences. This includes, but is not limited to, speaker forms, announcements, sponsor/exhibitors packets, etc.
Develops function sheets for various meetings/conferences. Coordinates food functions; develops menus, determines set up, guarantees, etc.
Handles all aspects of registration to include imputing information, confirmations, appropriate reports, preparation of badges and registration packets.
Perform related duties as required.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of intricacies of contracts, audio-visual needs, food and beverage requirements and costs.
Skill in negotiating effectively.
Proficient in various administrative duties.
Ability to manage and prioritize multiple tasks.
Must be able to shift attention quickly and accurately from one matter to another.
Ability to remain composed and make appropriate decisions under stressful conditions.
Ability to communicate effectively with various personalities, both orally and in writing.
Ability to establish and maintain effective working relationships with department heads, managers, employees and vendors.
TRAINING AND EXPERIENCE:
Graduation from an accredited college or university with a degree in Public Relations, Communications, Business or related fields and five years experience. Must be proficient in various computer applications including but not limited to Microsoft office package and iMIS program software. Prefer Certified Meeting Professional (CMP) Certification.
About Florida League of Cities
The Florida League of Cities is the united voice for Florida’s municipal governments. Its goals are to serve the needs of Florida's cities and promote local self-government. Florida’s city officials formed as a group of municipal governments for the first time in 1922. They wanted to shape legislation, share the advantages of cooperative action, and exchange ideas and experiences. Growing from a small number of cities and towns, our membership now represents more than 400 cities, towns and villages in the Sunshine State.