Event Planner

Job Description

Job Description

Job Description

Managing Matters - an Association Headquarters company is seeking a highly motivated and detailed oriented Event Planner that has extensive experience with planning, coordinating and executing all activities related to meetings, special events, board and committee meetings, including hotel selection & accommodations, budget preparation, contract negotiations, audiovisual, and air/ground transportation for meetings of up to 1000 participants.

The Event Planner is responsible for organizing the program, logistics, and registration information for events, including meetings, education courses, and webinars. He/she works closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting.

APPLICATION INSTRUCTIONS

To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required. Our Hiring Promise: Your application will be reviewed by a human. We don't use AI to screen, assess, or select candidates. Our commitment to a human-led process ensures every applicant is evaluated fairly and transparently.

Essential Duties and Responsibilities

Meeting Planning

• Prepare draft budgets for meetings based on venue costs, event schedule, and historical performance
• Assist meeting committees with budgeting and planning by providing historical data and recommendations
• Compile and maintain a meeting preparation calendar for meeting committees and staff, showing tasks, responsibilities, and deadlines
• Meet deadlines on individual meeting planning timeline
• Initiate the bid process, send Request for Proposals and finalize contracts of all meeting contractors, including audiovisual, exhibition services, transportation, photography, and all off-site venues
• Prepare comprehensive post-meeting reports on hotel data, income, and expenses, and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chair's report to the Board
• Respond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activities
• Primary contact for meeting venues in planning and on-site management of meetings and education programs
• Work closely with volunteer planning committees and speakers
• Manage online proposal system
• Facilitate the use of the proposal system by the program selection committee
• Coordinate speaker communications
• Schedule sessions in contracted meeting space
• Track and communicate program and speaker changes

Promotion

• Assist meeting chairs in developing promotional plans by providing advice, historical data, and other research as necessary
• Facilitate creation and distribution of promotional meeting publications
• Arrange distribution and coordinate outreach to non-members
• Perform other activities as required.

Meeting Execution

• Coordinate vendor selection, communication, and contract oversight for AV, decorators, and other vendors
• Coordinate off-site venue selection, contract negotiation, and contract oversight
• Manage meetings and events on-site
• Plan menus, room sets, and audiovisual
• Work with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programs
• Plan flow on-site, including registration, signage, breakouts, etc.
• Create comprehensive staging guides for each meeting and event
• Oversee on-site meeting operations, including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees
• Work closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logistics
• Identify ways to improve meeting delivery consistent with professional meeting best practices

Administrative

• Monitor meeting budgets and update meeting chair and executive management on significant budget variances.
• Assist meeting committees with budgeting and planning by providing historical data and advice upon request
• Direct Meeting Coordinator on:
• Providing timely and accurate meeting status reports
• Manage registrations for all meetings and events
• Ensure the website is current and accurate for all meetings
• Follow and update meetings manual

What You'll Bring to the Table - Education, Experience, and Required Proficiencies

- At least 2-4 years' related association and meeting planning experience

- Higher education degree (or equivalent experience) preferred

- CMP preferred

What sets us apart

• Managing Matters is a Canadian-based association management and event services firm known for its fresh approach, agile solutions, and people-first philosophy. Since joining the Association Headquarters (AH) family in 2025, Managing Matters continues to operate under its own brand with full operational autonomy; now backed by AH's global scale, service infrastructure, and industry-leading customer experience. This partnership strengthens Managing Matters' ability to deliver exceptional service to associations across North America and beyond.

• With this acquisition, Managing Matters will integrate into AH's operations while maintaining its strong brand, client relationships, and dedicated team. The combined expertise of both companies will drive greater efficiencies, expanded service offerings, and enhanced member engagement strategies for associations worldwide.

• The acquisition aligns with AH's long-term growth strategy and commitment to delivering high-impact solutions that support the evolving needs of associations worldwide. To learn more about Association Headquarters, visit associationheadquarters.com and to learn more about Managing Matters, visit managingmatters.com.

• AH - Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees
• MM - Certified Great Place to Work Canada 2022 & 2023
• Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America

Our Diversity, Equity, & Inclusion Statement

Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.

For more information, visit associationheadquarters.com, connect with AH on Facebook on YouTube and follow on Twitter.