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Conference Planner

Job Title: Conference Planner

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FLSA Classification: Exempt

Percentage of travel: 50%

Job Summary

Coordinate all aspects of virtual and live conference planning for HCCA/SCCE conferences, including pre-planning, budgeting, contract negotiations, assist with marketing efforts, on-site/virtual execution, speaker, exhibitor and sponsor relations, and post event wrap up.

Essential Duties and Responsibilities

  • Responsible for the management of all on-site/virtual conference activities, including registration, attendee, and speaker support, coordinating with venue/platform staff, problem-solving, etc.
  • RFP Process/Site selection – Research and provide recommendations for prospective in person meeting sites, using CVENT. Research and provide recommendations for Virtual/Hybrid conferences.
  • Negotiate and review hotel and vendor contracts ensuring they meet the needs of the program and comply with regulatory requirements of the association.
  • Work closely with the marketing team on the development of conference marketing materials, programs, announcements, and invitations.
  • Responsible for the oversite of on-site materials, including program guides, name badges, conference handouts, giveaways, etc.
  • Communicate and coordinate with conference stakeholder including speakers, committees, staff, attendees, exhibitors, sponsors, vendors and facilities arrangements in planning and preparation for conferences.
  • Coordinate venue/platform logistics, including meeting room setup, audio/visual setup, food and beverage selection and setup, guest room and suite reservations.
  • Responsible for shipment coordination to and from venue.
  • Responsible for ensuring on-site staff know their areas of responsibility, holding all team meetings prior to conference to communicate need to know items/updates.
  • Participate in annual budgeting process. Responsible for managing meeting expenses, reconciling venue, and vendor invoices, and preparing final post event report.
  • Travel required, usually includes weekend travel, domestic and overseas.
  • Perform other duties as assigned.


  • 2+ years’ experience planning and executing conference deliverables or equivalent experience
  • Superior organizational skills
  • Strong attention to detail
  • Proficient in Excel, PowerPoint, and Word
  • Proven communication skills
  • Strong customer service focus
  • Excellent problem-solving skills, able to think outside of the box
  • Physical activity is required, including long hours of standing, walking, lifting min. 40lbs, and carrying of boxes of materials, exhibits, or supplies
  • Ability to travel up to 50% both domestic and overseas

Preferred Qualifications

  • Bachelor’s degree in event management or a related field; or relevant experience and/or training; or equivalent combination of education and experience.
  • CMP Certified or similar industry certification
  • Experience in marketing and/or public relations
  • Proficient with the Association’s CRM and event registration tool used to manage registration and event logistics
  • Proficient in the use of CVENT, system used to source live events
  • Flexibility to travel both domestic and internationally, as needed
  • Ability to travel 50% of the time