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.
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.