Meeting Planner

  • International Downtown Association
  • Washington, DC, USA
  • Jan 14, 2019
Full time Association Event Management Event Planning Not-for-profit Project Management Registration

Job Description

Meeting Planner

Job Information

Washington, Dist. Columbia, 20006, United States


January 4, 2019

Meeting Planner

International Downtown Association

Project Management





3-5 Years


$40,000.00 - $60,000.00 (Yearly Salary)




Under supervision of the Director of Professional Development, the Meeting Planner is responsible for and oversees all logistical aspects of the association’s Annual Conference (1000 attendees), 4-8 regional workshops (50-250 attendees), and several organization meetings for board/committees. This position assists with content coordination, marketing & communications, event planning and leverages the association’s management system (AMS) to provide seamless professional development programming. 

The position requires a multi-tasking individual fluent in a variety of software applications (Microsoft Office 365, Double Dutch, SharePoint) with ability to maintain information network (Microsoft SharePoint), ability to provide support to the routine activities of the organization, and present a polished, professional, courteous face to the public. The ideal candidate will be extremely detail oriented, possesses strong project management skills, is a quick learner, and works well in a small staff environment.

Essential Duties and Responsibilities

The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.


  • Serve as lead staff person on the production of all IDA conferences, workshops, and meetings including venue management (room blocks), food and beverage, and vendor management such as A/V and Exhibition.
  • Collaborate with Director of Professional Development, who is responsible for developing content for all conferences and workshops, to provide appropriate logistics and ensure outstanding attendee experience.
  • Manage the relationship between IDA and the host organizations including preparation of Memoranda of Understanding with host/partners.
  • Develop RFP's, recommend facilities, and negotiate contracts for President’s approval for hotels, convention centers or other required facilities to accommodate the logistical needs for meetings.
  • Work with the Director of Professional Development and/or President on preparation and management of event budgets.
    Collaborate with staff and volunteer leaders in the development of event production timelines.
  • Manage the event registration system and coordinate registration activities with member services and operations staff.
  • Coordinate the production of all materials for distribution at the event.
  • Supervise any temporary staff hired to support events.
  • Serve as on-site manager for the event; organize and coordinate activity of all IDA staff while on site.
  • Review conference evaluation reports and make recommendations to the volunteer leadership and staff regarding improvements to IDA conferences or workshops.
  • Manage the program timeline to ensure timely and accurate submission of session titles, speaker names, speaker titles, and speaker bios
  • Collaborate with Director of Professional Development to be sure all speaker information is captured in the AMS data base.
  • Develop speaker confirmation letter, room setup form, audio-visual request forms, and be sure any other speaker requirements are received and that the information is recorded in the AMS.
  • Review program descriptions and advise the best staging for conversation, content delivery, and maximum take-home value (i.e., head table vs. rounds vs. theater, etc.)
  • Coordinate with marketing and communication staff for posting updated program information on the IDA Website and in the event app.
  • Provide program details for the on-site program and proof on-site program
    Collaborate with IDA Research staff to develop appropriate conference evaluation surveys and report findings to staff and volunteer leaders.
  • Other related duties as determined and agreed upon

Site Selection

  • Manage the activities of the IDA Site Selection process in concert with the President.
  • Prepare all materials related to call for interest.
  • Track inquiries of interest and respond to inquiries from potential host organizations and local CVBs. Produce all materials for review by the President and organize the review/selection process.
  • Once selected, conduct on-site visits to the host communities to interview hotel/conference facilities, assess off-site event and workshop venues, and establish working relationships with host organizations


  • Work cooperatively and in a peer-to-peer environment with all members of the staff.
  • Participate in all staff meetings, board meetings, conferences and workshops, as requested.
  • Respond promptly to information requests from any member.
  • Answer phones in rotation and take turn covering office activities during staff lunch breaks.
  • Represent IDA at functions outside the organization, when requested by the President.

Must be able to work with all staff members in a highly interdependent environment.

IDA contractors and service providers, volunteer leaders, members, and customers



Seeking candidates with high attention to detail/accuracy and strong database skills, possessing excellent communication, interpersonal skills, and ability to work independently. Applicant will demonstrate a command of Microsoft Office 365 applications including SharePoint. Familiarity with AMS software platforms preferred.  Basic web and online publishing skills a plus. Budgeting experience a plus. Must be an excellent team player willing to assist all staff members. Having a great appreciation for the urban environment and city building is significantly beneficial.


Requires Bachelor’s Degree and 3-5 years of experience working in the association industry with a working knowledge of professional meeting planning, general association operations, and membership databases or an equivalent combination of education and experience. A minimum of 2 years of project management experience in a non-profit environment, or equivalent, is required.


To apply to this position send resume, cover letter.