Senior Meeting Planner

  • American Chemical Society
  • Washington, DC, USA
  • Nov 06, 2019
Full time Budget Development/Management Customer / Client Service Event Management Event Planning Meetings Not-for-profit

Job Description

Senior Meeting Planner

Date: Nov 1, 2019

Location: Washington, DC, US, 20036

Company: American Chemical Society

The senior meeting planner will allow for a continued focus on the team approach to increasing efficiency and creating and enhancing quality resources for all ACS meetings. This position would be the point person for meetings that include high-level positions such as CEOs at CTOs so they must possess impeccable polished customer service qualities.


The senior meeting planner for specialty meetings will provide coordination, support and oversee logistical aspects of meeting planning by creating and following production timelines with the creation of event specs, vendor RFPs and venue process, and providing onsite staffing and logistical management.  The senior meeting planner will provide timely, outstanding customer service for internal and external clients.


•Coordinate all aspects of the logistics of meeting planning for multiple meetings simultaneously. Tasks Include:

    • Creates event specs to include detailed set-up requirements; accurately communicate requirements to clients, venues and vendors
    • Creates and tracks vendor RFP and venue process, negotiation and contracting and provides recommendations to supervisors to clients;
    • Coordinates and tracks event registration and registration form creation;
    • Reviews and approves BEO’s, flow sheets, and function orders with venues and vendors;
    • Provides onsite staffing and logistical management; and
    • Creates detailed update and post-event reports for clients.

•Provides housing management including;

    • Creating and managing VIP and staff housing lists and
    • Monitoring hotel pick-up weekly and providing solutions for contractual line items

•Creates meeting production timelines for each meeting planned and acts as the project manager for most meetings to ensure the full team is completing all items on the production timeline.

•Reviews conference marketing materials including correspondence, program book, mobile app, and website pages 

•Creates and Coordinates financial management including:

    • Drafting and finalizing event budgets;
    • Tracking actual spend against budgeted expenses;
    • Collecting registration, sponsorship income and exhibit fees; and
    • Reconciling and process all meeting invoices

•Provide timely, outstanding customer service for internal and external clients

•Respond in a timely manner to customer and registrants problems and inquiries

•Perform other duties as assigned by management. And Travel up to 25% of the year.


College degree or equivalent experience; usually has an advanced degree or equivalent experience or meeting planner certification; 5-10 years of meeting planning experience. Current knowledge of the scientific meeting environment is desired. Experience working in a not-for-profit environment is preferred.

Individual must possess strong multi-tasking and exceptional organizational skills.  Person must be able to handle multiple tasks with tight deadlines and have the ability to work under pressure.  Excellent written and oral communication skills are necessary.  Experience with Microsoft suite, registration systems, logistical systems and other computer applications required.