Meeting and Event Planner

Full-Time | 200 Contract Hours | Hybrid - Virtual & On-Site
Availability: September 2026 - July 2027 (Through Event Wrap-Up)

Our client is seeking an experienced Meeting and Event Planner to manage end-to-end planning and execution for a multi-day professional conference, including pre-event logistics, onsite management, and post-event wrap-up. The Planner will bring structure and consistency to a complex, multi-stakeholder planning process, ensuring that timelines, tasks, and deliverables stay on track as the event date approaches.

This individual will serve as the primary point of contact for planning committees, vendors, speakers, and host venues, ensuring a seamless experience from initial planning calls through final reconciliation. They will work closely with speakers to prepare them for plenary sessions, partner with vendors and venue staff to execute a smooth onsite experience, and act as a steady, professional presence for attendees, staff, and VIPs alike throughout the event.

Why You’ll Love This Role:

The ideal candidate is highly organized, comfortable leading cross-functional stakeholders, and experienced managing both virtual and on-site event components. This individual thrives on ownership of a project from start to finish, enjoys coordinating across committees, vendors, and venues, and takes pride in delivering a polished, well-run event. Experience supporting large-scale conferences, hospitality, or association meetings is highly valued, as is a passion for logistics, problem-solving, and creating a seamless experience for attendees and stakeholders alike.

What You’ll Do:

As the Meeting and Event Planner, you will support:

Planning & Stakeholder Coordination

• Lead and deliver monthly planning committee calls

• Organize and attend one in-person pre-planning meeting

• Support assigned sub-committees, attending all relevant calls and assisting with task coordination

• Manage the overall conference planning timeline and task checklist, ensuring timely completion by all stakeholders

Speaker & Program Management

• Prepare and distribute speaker agreements for approximately 15 presenters

• Collect speaker bios, headshots, session titles, and descriptions

• Manage keynote speakers, including pre-event briefing calls and logistical preparation

• Serve as primary liaison for script development and show flow coordination with keynote speakers and production partners

• Compile and manage the speaker rehearsal schedule

• Act as lead contact for all main plenary session preparations

Marketing & Registration Support

• Support the development and launch of the conference website

• Coordinate logistics, equipment, and staffing for onsite registration

• Develop and manage the onsite registration desk staffing schedule for internal staff and student assistants

Onsite Event Execution

• Supervise up to six hospitality students onsite throughout the event

• Provide one onsite representative throughout the event to oversee and manage all logistics, including travel to and from the venue

• Lead the pre-conference operations meeting with facility and vendor partners

• Inspect all meeting room set-ups 30–60 minutes prior to each educational session

• Coordinate all social event logistics, including F&B and event set-ups

• Coordinate VIP, staff, and speaker logistics, including transport and hotel accommodations

• Work with the venue and production partners to manage and update digital signage content; oversee physical signage placement as needed

Vendor & Financial Management

• Compile and submit the show résumé, including room set-ups, food and beverage (F&B), audiovisual (AV), and other supplier specifications

• Solicit vendor bids and negotiate contracts as required (e.g., transportation, photography)

• Review all vendor contracts and submit for client signature

• Track and inventory beverage events at the start and end of each applicable function

• Review and sign all F&B checks

• Reconcile and review all final invoices, resolving discrepancies as needed

• Review final postings to the hotel's master account

• Oversee the packing and shipment of conference materials at event close

Rooming & Hotel Coordination

• Create, manage, and submit the rooming list to the host hotel

• Monitor guest room pick-up regularly; document and analyze year-over-year trends

• Share up-to-date attendee lists with the hotel to support guest room audit accuracy

Qualifications:

• 3–5+ years of experience managing multi-day conferences or large-scale corporate/association events 

• Experience with speaker management, including agreements, rehearsals, and session logistics

• Familiarity with plenary session production (scripts, show flow, rehearsals)

• Experience managing vendor contracts, invoicing, and reconciliation

• Experience coordinating F&B, AV, and hotel rooming lists, including master account review

• Background in hospitality, meetings management, or event production

• Comfortable leading committees and cross-functional planning teams

• Experience supervising onsite support staff or student assistants

Hiring Process

1

Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.

Form

2

Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)

3

Receive an Update from Soundings
Our team will review your information and let you know your status.

4

If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.

5

Job Offer
Final candidates will receive a formal offer directly from the client. 

We are committed to providing a transparent, timely, and respectful candidate experience from start to finish. 

Senior Event Tech Manager (London) - Contract

Contract | London, UK | Hybrid

Availability: August 2026 - December 2026

Hours: Part-time Hours through end of November 2026, with onsite requirement in London September 6–11

Our client is seeking an experienced Senior Event Tech Manager to serve as an in-region subject matter expert supporting the EMEA Event Technology team.

This role will act as a point of escalation and guidance for the wider team, answering questions and troubleshooting event technology issues as they arise, while also providing hands-on support for event registration, technology implementation, and onsite execution. This individual will play a key role during a private equity event in London spanning two venues, working alongside a US-based team member onsite.

Operating at the intersection of Event Technology Strategy, Team Support, and Onsite Execution, this professional will be the go-to resource the EMEA team relies on, while staying hands-on with client-facing programs.

Also open to candidates in the EMEA Region, with a strong preference for candidates based in London who can travel to the office twice a week.

Why You’ll Love This Role:

The ideal candidate will love this role because it offers the chance to step into a trusted, senior advisory position, being the person a whole team turns to for guidance, while still staying close to the action through direct client and onsite work. This position blends strategic mentorship with high-stakes event execution, culminating in a high-profile private equity event across two premier London venues.

What You’ll Do:

Subject Matter Expertise & Escalation

• Serve as the in-region SME resource for the Event Technology team

• Act as a point of escalation and troubleshooting for event technology issues

• Provide guidance and answer questions from team members across time zones

Event Technology Management

• Consult with clients on Event Technology best practices and platform recommendations

• Advise on the user experience for pre-event and onsite registration for virtual and in-person events

• Oversee implementation and project management of event registration websites, app builds, and all technological aspects of events

• Manage room blocks and coordination with hotels

Database & Communications

• Ensure consistency of information and generate lists upon request

• Manage client event communications, including save-the-dates, invitations, registration, and confirmations

• Provide reporting, analytics, and post-event surveys

• Print name badges, tent cards, place cards, departure notices, and email confirmations as appropriate

Vendor & Onsite Support

• Manage relationships with technology suppliers

• Support onsite execution at the London private equity event, working alongside a US-based team member

• Keep up to date on emerging technologies and trends, keeping the wider team informed

Qualifications:

• 5+ years of related experience in Data Management and Event Technology, including entry-level meeting planning and coordination

• Expert knowledge of Cvent required

• Strong proficiency with Microsoft Excel

• Strong proficiency with registration website platforms such as Splash, Certain, Aventri, Eventbrite, or similar

• Experience with virtual meeting platforms such as GlobalMeet/TalkPoint, Zoom, WebEx, SpotMe, Concise Chime, Inconf, vFairs, or similar

• Experience with on-demand badge printing, RFID, session scanning, and lead generation

• Experience integrating CRM software (e.g., Marketo, Salesforce, Dealcloud) with event registration systems such as Cvent

• Proficient programming skills, such as HTML, CSS, and/or JavaScript

• Based in or willing to work within the EMEA time zone; London-based candidates preferred

• Highly motivated and able to work independently, with a strong work ethic and excellent oral and written communication skills

Hiring Process

1

Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.

Form

2

Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)

3

Receive an Update from Soundings
Our team will review your information and let you know your status.

4

If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.

5

Job Offer
Final candidates will receive a formal offer directly from the client. 

We are committed to providing a transparent, timely, and respectful candidate experience from start to finish. 

Event Technology Manager - Contract

Contract | Remote (US) | Remote

Availability: ASAP Start Date

Hours: 125 pre-planning hours, plus onsite support for an one event (September)

Travel: Onsite Travel required for event in Mountain View, CA - September 12–19

Our client is seeking an experienced Event Tech Manager to provide project-specific support for two recently converted Google programs.

This role will be responsible for owning the client relationship for registration operations, arrival processes, and attendee flow, while project managing a print-on-demand vendor handling all onsite ordering and setup. Working closely with an internal team based primarily on the East Coast and a West Coast-based client, this individual will help ensure a seamless registration and attendee experience across two high-visibility programs.

Operating at the intersection of Event Technology, Registration Management, and Client Relations, this professional will lead client conversations, manage vendor execution, and keep all technology and data running smoothly behind the scenes.

Why You’ll Love This Role:

The ideal candidate will love this role because it offers ownership of a high-profile client relationship from day one, with the autonomy to run registration operations and vendor management independently. This position blends client-facing strategy with hands-on event technology execution, giving someone the chance to make an immediate impact on two active programs while working fully remote, with the exception of two onsite weeks.

What You’ll Do:

Client & Program Management

• Lead client conversations around registration, arrival processes, and attendee flow

• Serve as the primary point of contact for the client throughout the program

• Consult with the client on event technology best practices and platform recommendations

Vendor Management

• Project manage the print-on-demand vendor handling all ordering and onsite setup

• Own the vendor relationship throughout the program to ensure seamless execution

• Manage relationships with technology suppliers and negotiate contracts as needed

Event Technology & Registration

• Advise on the user experience for pre-event and onsite registration for virtual and in-person events

• Oversee implementation and project management of event registration websites, app builds, and all technological aspects of the events

• Ensure database accuracy, manage data input, and generate lists as required

Communications & Reporting

• Manage client event communications, including save-the-dates, invitations, registration, and confirmations

• Provide reporting, response-rate analytics, and post-event surveys

• Stay current on emerging technologies and industry trends, keeping team members informed

Qualifications

• 5+ years of experience in event technology management, registration platforms, or data management

• Strong proficiency with Microsoft Office, specifically Excel (comfortable with VLOOKUP) and PowerPoint

• Strong proficiency with registration website platforms such as Cvent, Splash, Certain, Aventri, Eventbrite, or other registration website platforms

• Experience with virtual meeting and event platforms such as Intrado, GlobalMeet/TalkPoint, Zoom, WebEx, SpotMe, Concise Chime, or other virtual meeting and event platforms

• Experience integrating CRM software, such as Marketo, Salesforce, or Dealcloud, with event registration management systems such as Cvent

• Proficient programming skills, such as HTML, CSS, and/or JavaScript

• Strong project management skills, with the ability to manage multiple projects simultaneously

• Flexible and willing to work outside normal business hours (evenings, weekends) and travel when required

• Motivated, self-starter, able to work independently and take initiative

• Prior experience within Google's systems is a strong plus

Hiring Process

1

Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.

Form

2

Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)

3

Receive an Update from Soundings
Our team will review your information and let you know your status.

4

If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.

5

Job Offer
Final candidates will receive a formal offer directly from the client. 

Meetings Concierge - Contract - California (Bay Area) Based

Full-Time Contract | 40 Hours Per Week | On-Site | 5-days a week in Pleasonton, CA
Availability: July 2026 Start Date (Flexible Based on Hiring Timeline)

Our client is seeking an experienced Meetings Concierge to support meeting and event operations for a customer engagement and demonstration center. This role serves as the primary point of contact for customer-facing programs, ensuring a seamless experience from planning through execution while supporting scheduling, attendee logistics, hospitality, and hybrid meeting technology.

Operating at the intersection of Meetings & Events, Hospitality, Workplace Experience, and Customer Engagement, this professional will coordinate meeting logistics, support hybrid experiences, manage attendee communications, and help create a welcoming environment for clients and stakeholders. The ideal candidate is highly organized, service-oriented, and thrives in a fast-paced, customer-facing environment.

Why You’ll Love This Role:

The ideal candidate will love this role because it combines hospitality, meeting coordination, and customer experience into one highly visible position. Every day brings the opportunity to interact with visitors, support impactful programs, and help create memorable experiences for clients and stakeholders.

This role offers a balance of planning, logistics, and hands-on execution, making it ideal for someone who enjoys building relationships, solving problems, and ensuring every detail contributes to a seamless experience.

What You’ll Do:

As the Meetings Concierge, you will support:

Meeting & Event Coordination

• Coordinate and support customer-facing programs hosted at the facility

• Serve as the primary meeting concierge during event execution

• Manage meeting schedules and calendar coordination

• Support attendee communications and logistics

• Ensure a seamless and professional experience for all visitors and stakeholders

• Coordinate program details from initial planning through on-site execution

Facility & Program Management

• Coordinate facility-related logistics for hosted programs

• Serve as the on-site point of contact during meetings and events

• Support room setup and meeting readiness activities

• Partner with internal stakeholders to ensure successful program delivery

• Monitor program requirements and address logistical needs as they arise

• Help maintain a welcoming and professional customer experience environment

Hybrid Meeting & Technology Support

• Create and manage Zoom meetings and virtual meeting links

• Support hybrid meeting execution for virtual attendees

• Set up and troubleshoot meeting technology as needed

• Coordinate virtual attendee access and participation

• Ensure meeting technology is functioning properly before and during programs

Attendee & Hospitality Management

• Coordinate attendee travel logistics and provide direction to meeting participants

• Arrange catering and hospitality services

• Support visitor registration, sign-in processes, and attendee communications

• Maintain a high level of customer service throughout the attendee experience

• Ensure all meeting materials and hospitality elements are prepared and available

Compliance & Administrative Support

• Support programs involving Healthcare Professionals (HCPs)

• Maintain awareness of HCP compliance requirements and meeting protocols

• Manage attendance documentation, sign-in sheets, and required program records

• Ensure meeting logistics align with company policies and compliance standards

• Assist with reporting and administrative documentation as needed

Please note this role requires full-time on-site support and occasional travel to support meeting execution.

Experience & Qualifications

• Familiarity with or willingness to learn Healthcare Professional (HCP) meeting requirements and compliance considerations

• Understanding of attendee documentation requirements, including sign-in sheets and program records

• Experience working with Zoom or similar virtual meeting platforms

• Experience coordinating catering, facility logistics, and visitor management

• Background in hospitality, meetings management, event coordination, or workplace experience programs

• Experience supporting executive or customer-facing meetings

Hiring Process

1

Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.

Form

2

Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)

3

Receive an Update from Soundings
Our team will review your information and let you know your status.

4

If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.

5

Job Offer
Final candidates will receive a formal offer directly from the client. 

We are committed to providing a transparent, timely, and respectful candidate experience from start to finish. 

Now Recruiting: Work Designers, Business Events

A Work Designer is not just designing jobs. 

They are designing how people, skills, technology, workflows, event systems, and talent models come together to deliver work in a world of constant change. 

We do not have specific opportunities open for this position quite yet, but we are finding that this is becoming an increased need in organizations.

We are seeking Work Designers to help business events organizations rethink how work gets done in a changing world. 

What is a Work Designer? A Work Designer maps workflows, assesses skills and strengths, identifies AI-enabled opportunities, redesigns roles, and helps build more adaptable workforce models. In the business events industry, this means understanding how work moves across event strategy, planning, registration, marketing, content, sponsorship, speaker management, logistics, production, onsite delivery, attendee experience, data, reporting, and post-event follow-up. 

This role is for people who are strategic, curious, people-centered, operationally strong, and comfortable working at the intersection of talent, AI, event operations, workflows, technology ecosystems, and organizational change. 

Work Designers can zoom out to see the future of work and zoom in to redesign the practical steps, roles, skills, tools, behaviors, and team structures needed to get there. They are strong change managers who understand that AI transformation is not just a technology challenge. It is a people, workflow, and workforce design challenge. 

Ideal Candidates:

The ideal Work Designer is someone who can think strategically and practically at the same time. They are curious about how event work happens, comfortable asking questions, and able to see both the human and operational sides of change. 

They understand business events and the complexity of delivering work across clients, internal teams, vendors, sponsors, speakers, attendees, technology platforms, budgets, timelines, and onsite realities. 

They are not just interested in AI tools. They are interested in what AI makes possible for people, teams, roles, workflows, event technology ecosystems, and business models. 

They understand that the future of event work is not about replacing people. It is about redesigning work so people can create more value. 

What You’ll Do:

As the Work Designer you will:

• Map how event work currently gets done across people, teams, tools, systems, timelines, vendors, stakeholders, and decision points. 

• Analyze workflows across the event lifecycle, including strategy, planning, registration, marketing, content, sponsorship, speaker management, logistics, production, onsite operations, attendee experience, reporting, and post-event engagement. 

• Identify workflow friction, duplicated effort, role overload, unclear ownership, manual processes, disconnected systems, and opportunities to improve how event work is distributed. 

• Break down traditional event job descriptions into tasks, outcomes, skills, strengths, capabilities, tools, and decision rights. 

• Assess where AI can support, accelerate, automate, or improve event work without removing the human judgment, relationship-building, creativity, compliance awareness, or customer understanding needed for high-quality outcomes. 

• Evaluate how AI, automation, and event technology can be embedded into existing workflows rather than sitting outside the work in disconnected tools. 

• Support leaders in redesigning roles, workflows, and team structures around more adaptable, skills-based, AI-enabled ways of working. 

• Help define which work should sit with full-time employees, freelance talent, specialists, vendors, partners, or AI-enabled systems. 

• Assess how current event technology ecosystems support or constrain the way work gets done. 

• Identify where tools are duplicative, underused, poorly integrated, or creating additional manual work. 

• Facilitate conversations with leaders and teams to align people around new ways of working. 

• Support change management by helping teams understand why work is changing, how roles may evolve, what skills will become more valuable, and how technology should support the work. 

• Translate workforce and workflow insights into practical recommendations, roadmaps, role models, implementation plans, training priorities, and talent strategies. 

Key Qualifications

• Experience in business events, event operations, event technology, workforce strategy, organizational design, talent strategy, change management, or business operations. 
  

• Strong understanding of how business events are planned, produced, staffed, marketed, measured, and delivered. 
  

• Strong ability to map event workflows and translate operational complexity into clear recommendations. 
  

• Understanding of event technology ecosystems and how tools connect across the event lifecycle. 
  

• Understanding of AI use cases and how AI can support practical event work. 
  

• Ability to assess skills, strengths, roles, responsibilities, team structures, and capability gaps. 
  

• Strong facilitation, communication, and stakeholder management skills. 
  

• Comfort working through ambiguity and helping leaders and teams navigate change. 
  

• Experience designing agile or blended workforce models is preferred. 
  

• Experience with strengths-based tools, AI readiness assessments, capability mapping, or workforce diagnostics is a plus. 

Hiring Process

1

Share Your Interest in the Position
Click the form link below to get started, and answer a few qualifying questions to ensure you are a fit. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.

Form

2

Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)

3

Receive an Update from Soundings
Our team will review your information and let you know your status.

4

If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.

5

Job Offer
Final candidates will receive a formal offer directly from the client.