Meeting Planner

The Meeting Planner has logistical responsibility for 6-8 revenue-generating meetings (in-person or virtual) annually ranging in size from 25-800 attendees. This position will primarily plan meetings that occur offsite away from the AAMC Offices or virtually however they may also be cross-trained to also manage meetings that take place in the AAMC Learning Center. The meeting planner is responsible for leading the team through the planning process covering all phases from site selection and contracting through onsite execution. Responsibilities include site selection and vendor RFPs, speaker management, meeting website development and maintenance, crisis management, and financial management to name a few. The team works each day in an exemplary service-driven, hardworking atmosphere of professionalism, flexibility, generous listening, integrity, authenticity, and excellence.

Planning & Logistics

• Logistical responsibility for 6-8 meetings annually ranging in size from 20-800ppl.

• Meeting delivery method may be in-person or virtual.

• For each meeting, a team consisting of the meeting planner, meeting coordinator, group program leader/constituent engagement director and others as necessary is established.

• Learn and become proficient in the Cvent suite of products including Event Management Module, Supplier Network, E-Marketing Module, Speaker Resource Center, Attendee Hub (for in-person or virtual meetings), and App

• Utilize Cvent products to produce and manage meeting websites to include the overall theme and layout, meeting agenda, speaker management, meeting accessibility, and travel.

• Develop and manage the Cvent meeting app for each meeting.

• Serve as liaison between program staff, creative services,s and marketing departments.

• Manage and implement the meeting's marketing strategy in collaboration with program staff and marketing colleagues.

• Create, test, and execute marketing emails in Cvent to drive registration revenue

• CME - Continuing Medical Education Management Coordinate with program staff and CME provider to ensure appropriate meetings become CME accredited and ensuring that CME meetings remain within the accreditation guidelines.

• CME process management includes collecting speaker and staff disclosures, submitting CME applications for review and consideration, distributing and communicating information to CME participants to claim credits, post meeting reporting to CME provider.

• Pre-meeting support to the Learn Serve Lead team to include ad hoc and time-sensitive needs

Financial Management

• Prepare budgets and monitor expenditures for each meeting and inform the director, operations, meetings & events, and program staff of budgetary implications including quarterly forecasting of future and prospective learning offerings and association revenue. Budgeted expenses up to $750K per meeting based on size and scope

• Financial Meeting Reconciliation responsibilities to include management of all hotel master accounts and vendor invoices, speaker fees and reimbursements, and post-meeting income-expense reconciliation and reporting

• Prepare thorough history reports for each meeting documenting budgeted vs. actual revenue and expenses

Site Selection & Vendor Management

• Conduct site research, selection, and contract negotiation for 6-8 meetings annually.

• Leverage negotiation and communication skills to review and recommend a final property to program staff based on the priorities outlined for each meeting.

• Demonstrate extensive knowledge and expertise of potential cities and properties to lead program staff and other meeting stakeholders through the site selection process.

• Become knowledgeable with the existing list of approved cities to be able to recommend viable city and destination options to program staff, participate fully in city and destination sales calls, research details of and become familiar with properties offering strong proposals or conducting site visits when necessary

• Select high-quality and cost-effective vendors, negotiate contracts, coordinate logistics and provide onsite support for all vendors and partners to include tours, destination management companies, audio visual providers and other third-party vendors as necessary.

• Small meetings contracts and logistics to include request processing, small meeting requests for proposal processing in Cvent, small meeting contracting, management of specification and details for a room block, space needs, food and beverage requests, and financial management. Guide final contracts through legal review and procurement office processing, gather necessary signatures, and disseminate information to program staff once the contract is final

Speaker Management

• Serve as primary contact with all confirmed speakers and session facilitators for each assigned meeting.

• Responsibilities include coordination of hotel accommodations, flight and travel reservations, audiovisual needs, presentation materials, onsite support, reimbursement of expenses, and payment of speaker fees

• May serve as speaker manager in support of the lead meeting planner for meetings with extensive numbers of speakers

Exhibit & Sponsorship Coordination

• Coordinate with program staff and expo management contractors to develop exhibitor and sponsorship prospectuses and packages.

• Coordinate with the consultant on booth sales and sales communications to potential exhibitors and sponsors.

• Partner with the meeting coordinator to facilitate registration and payment from exhibitors and sponsors.

• Send communications to confirmed vendors regarding onsite setup and tasks, coordinate agreed upon packages and execute setup of and placement of vendor deliverables with the venue and any thirdparty vendors required.

• Provide onsite support and be available to exhibitors and sponsors while they are preparing and staffing their booths.

Meeting Execution (in-person or virtual)

• Onsite leadership and support to include coordination & communication with all hotel staff (convention services manager, banquet staff, audiovisual staff, etc.), assisting in the setup of the registration area, advance review of banquet event orders, providing support for speakers in preparing for their presentation, providing information to and answering questions of constituents, troubleshooting, review of bills daily, distributing gratuities, coordination of off-site events, VIP management and preparing shipments.

• Facilitate the execution of virtual meetings as the meeting producer. Planner will develop a run of the show and coordinate with staff and speakers to manage breakout rooms, polls, interactive sessions, poster presentations, and other programmatic components as needed.

• May serve asthe second planner onsite at in-person meetings or virtually to aid with session management (assigned based on the size and scope of the meeting).

• Participate in the onsite execution of Learn Serve Lead following staff schedules and assignments as outlined by the Manager, Annual Meeting. Travel to and assist onsite at the AAMC annual meeting (held annually in November) with the Learning Delivery team.

Post-Meeting Wrap-Up

• Prepares thorough history reports for each meeting documenting budgeted vs. actual revenue and expenses, contracted vs. pickup up room block figures, and vendor expenses

• Manages post-meeting attendee and speaker communications to include website updates with meeting materials.

• Leads a post-meeting debrief to include a detailed review of the meeting evaluation report by the Evaluations team and discuss lessons learned.

Required Qualifications:

• Bachelor's Degree or equivalent experience

• 3 - 5 years of related work experience

• 2 years of experience in event planning or related field.

Preferred Qualifications:

• Association experience preferred.

• Experience using Cvent is preferred

• Virtual meeting planning and production experience preferred.

Certifications: CMP (Certified Meeting Professional) preferred

Skills:

• Must be detail-oriented and possess strong meeting management skills.

• Extensive written and oral communication with program staff, committees, constituents, and vendors, daily.

• Must work independently and unsupervised.

• Strong organizational skills, excellent communication, and negotiation skills, and proficiency in event management software.

• Functional experience managing virtual meetings including virtual meeting platforms (especially Zoom), developing run-of-show documentation, and meeting execution as the in-house producer managing the platform and attendee experience.

Remote Work Eligibility

Compensation Grade Range

Multiple factors are taken into consideration to arrive at the final hourly rate/annual salary to be offered to the selected candidate. Factors may include, but are not limited to, the scope and responsibilities of the role, the selected candidate's work experience, education and training, as well as internal equity, market, and business considerations.

If a bachelor's degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.

The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative Action Employer. The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.

Please attach a resume as part of the application process. It is important that files DO NOT include periods ( . ) within the file name.

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