- POSITION: SENIOR MEETING PLANNER
- DIVISION/DEPARTMENT: MEETINGS AND CONVENTIONS
- OPEN DATE: JANUARY 9, 2017
- CLOSED DATE: OPEN UNTIL FILLED
- GRADE: E-16
- SALARY: PLEASE PROVIDE SALARY REQUIREMENTS IN YOUR COVER LETTER FOR CONSIDERATION
- FLSA: EXEMPT
- AREA OF CONSIDERATION: ALL INTERESTED APPLICANTS
The Senior Meeting Planner is responsible for all logistics for APA Component Meetings (except governance meetings) and Allied Group Meetings at the Annual Meeting and IPS, including developing and maintaining online meeting request forms, selecting menu items, and maintaining the specbook database and for producing the specbook sent to all facilities and vendors. The Senior Meeting Planner is also responsible for various Annual Meeting duties, including assisting with set up and staffing of the meetings office onsite, managing hotel properties where allied and APA meetings are held. Responsible for the preparation and printing of the APA Component and Allied Meeting Book for the Annual Meeting. He/she will be responsible for managing and coordinating all logistical arrangements as assigned for the Institute on Psychiatric Services (IPS) and various “pop-up” meetings. Work with APA staff, outside service vendors, convention center, hotel representatives, Exhibits Manager, and audiovisual representative to ensure efficient administrative coordination and logistical support for the Annual Meeting, IPS and pop-up meetings. Negotiate hotel contracts for pop-up meetings. Travel on site and serve as logistics liaison between convention center, hotel facilities, service vendors, and APA staff. Responsible for bill reconciliation. Assist Director with general meeting administrative duties as assigned and willing to accept other duties deemed necessary by the Director.
Coordinate assigned logistical arrangements for the Institute on Psychiatric Services.
- Coordinate with APA staff and freight Company, the packing and shipping of all materials, equipment, and supplies to and from meeting site. Manage all shipment activities both at APA headquarters and at hotel site location.
- Provide staff and freight company with shipping instruction memorandum, forms, schedule of delivery/return of shipment, and shipping labels. Develop and provide instructions to APA staff to obtain equipment insurance. Coordinate both the distribution and collection of all trunks to staff at APA headquarters and at hotel site location. Coordinate the pickup of all empty trunks from APA headquarters to send back to shipment storage facility.
- Update and distribute component meeting memorandum, intranet request form and confirmations. Ensure all logistics for meetings are arranged and provided for on site.
- Email information to Allied Groups on how to submit meeting space requests. Send confirmation letters to confirm arrangements.
- Order onsite office equipment, furniture, computers, telephone instruments, telephone and internet line services, and all on-site electric requirements, as well as radios.
- Manage and oversee the coordination of entire setup and dismantling of APA offices. Work closely with hotel’s Telecommunications and Electrical Departments to ensure all electric, telephone and internet lines are provided according to APA meeting specs.
- Create sign copy from meetings database. Run sign reports to show all cancelled and moved sessions. Provide entire sign listing spreadsheet information to Decorating Vendor for sign ordering. Send sign proofs to appropriate staff for approval and work with Decorating Vendor on any changes. Keep sign list updated at all times to include all changes onsite. Coordinate the setup, pickup, and delivery of all signs.
- Prepare temporary staff agency RFP. Select agencies and negotiate contract based on experience and negotiate most effective contract cost with temp agency chosen. Coordinate with APA staff, Exhibits Manager, and registration vendor for all APA temp requirements. Create database for APA temps and provide information to APA staff and temp agency chosen. Serve as liaison between APA staff and temp agency supervisors regarding any problems with hired temps, the hiring of more temps, and/or the firing of temps. Oversee all temp agency activities as a whole to ensure all agreements are met according to contract.
- Maintain the solicitation and submission of literature materials to be displayed at the meeting. Setup and maintain literature table.
- Maintain the distribution and collection of all hotel office keys and radios. Create signage log sheet for outgoing/returned keys and radios.
- Maintain all floor plans and specs of APA offices, Ancillary booths, APA Member Center, and APP Bookstore. Work closely with staff on their office and booth requirements.
- Provide on-site management with great attention to customer service to members, hotel facilities, hired vendors, and APA staff to ensure efficient coordination and logistical support for the IPS.
- Assist Director with preparation of the “Support/Exhibits Activities” aspect of the specbook. Work with APA staff to ensure all office and ancillary booth requirements are met before going onsite, and make sure all changes or additions are updated in the database once onsite. Work with Exhibits Manager on all spec floor plans requested. Create and maintain the specification book database for all logistical arrangements for the IPS, including function/event rooms. Proof specification book to ensure accuracy of all arrangements, including room set-up, audiovisual equipment, food and beverage, etc.
- Produce Specs and Change Reports and distribute to hotel and appropriate vendors.
- Compile and obtain telecommunication, internet, and computer requirements, equipment, and services from APA staff. Prepare telephone directory for APA staff and hotel staff. Handle all electric, telephone, internet drop and computer installation coordination onsite. Serve as liaison between APA staff and hotel personnel regarding trouble shooting of electric, telephone or internet lines, or the ordering of additional telephones or internet line service, as well as any telephone or internet cancellations, service calls, or telephone instrument replacement.
- Coordinate staff housing requests, create and maintain weekly room pickup report, and monitor special housing pickups. Work with hotel group room’s coordinator to ensure accuracy of account numbers specified per room.
- Prepare and write appropriate thank you letters to key individuals and vendors.
- Review hotel telecommunications invoice for local and long distance usage, as well as internet use, and all other hotel charges for accuracy. Review temp agency invoice, and all service vendor invoices and prepare appropriate report on costs for Director to include APA account numbers for each invoice requested for payment.
Manages the Allied Group Meetings, including medical associations and pharmaceutical companies, during the Annual Meeting, including all logistics, developing online meeting request forms, monitoring the payments and providing a weekly report to the Director of revenue and producing confirmation letters for the groups.
- Emails information to Allied Groups on how to submit meeting space requests.
- Design and maintain online meeting request forms for these meetings. Work with IT staff to make changes and keep information updated for each meeting.
- Ensure that payment is made for administrative fee. Follow up on any missing payments prior to confirmation of space.
- Track payments and develop and maintain financial records.
- Process meeting request forms, key into spec book data file, proofread all information.
- Capture and confirm meeting requirements.
- Determine meeting room requirements and set up and provide to Associate Director for space assignment.
- Email space confirmations to allied groups.
- Prepare and maintain historical files on allied activities.
- Act as liaison between allied and hotel staff. Where possible, resolve issues prior to Annual Meeting.
- Work with onPeak to ensure meeting space and sleeping rooms are at the same hotel for groups.
- Track cancelled meetings after deadline and invoice cancellation fee. Follow up to ensure payment is received.
Responsible for all logistics for APA Component Meeting (except Governance) activities during the Annual Meeting. Produce and print the APA Component and Allied Book. Set up, staff, and manage onsite ancillary staff office. Supervise on-site temporary office employees. Manage properties on site as assigned, including all logistical arrangements for meetings within that facility; attend pre- and post-con meetings; act as liaison between APA staff and hotel employees, provide guarantees, review and sign daily BEO’s; and assist with invoice reconciliation and coding for payment. Resolve conflicts between hotel, staff and members. Hold daily meetings for each assigned property.
- Work with IT Department to create and maintain electronic submission process for component meetings. Update forms and instructions each year. Obtain updated pricing for food and beverage, AV and microphones each year.
- Analyze database needs for creating meeting specifications for component meetings. Review and update process annually. Select daily menus for each property and update menu table in database for each meeting.
- Provide staff with instructions for completing component meeting request forms. Set deadlines and timelines for component meeting process.
- Generate, receive, and process component meeting requests for the Annual Meeting. Ensure that meetings are within APA guidelines.
- Select menu, room set up, order sound and AV equipment, key into specs and provide to associate director for space assignment. Inform staff liaisons of meeting requirements and assignments.
- Provide staff liaisons with specific instructions on guarantees and cancellations.
- Produce and run preliminary and final specs and updates to facilities and vendors.
- Review daily BEOs for component activities and verifying billing (reviews billing with hotels when necessary)
- Hold daily tie-down meetings with all hotels holding component meetings.
- Prepare and maintain historical files on component activities.
- Prepare the Component and Allied Book, including preparing copy, formatting, and copyediting. Responsible for final product, including proofing and printing. Prepare bids for printing to ensure best price and product. Update style guide each year as needed.
- Create and establish the Annual Meeting contact list, which includes all hotel properties and vendors.
- Set up and manage an ancillary office at site of meeting. With full authority for the meetings within each property, acts as liaison between staff and hotel and resolves problems or issues that arise both before and during the meeting.
- Manage the on-site Annual meetings office; assist members and staff with various inquiries, i.e., meeting locations, shuttle services, etc. Distribute badges for APA staff.
- Provide hotels and convention center personnel with food and beverage changes as they occur.
- Manage multiple properties on site as assigned, including all logistical arrangements for meetings within that facility. Act as liaison between APA staff and hotel employees, provide guarantees, review and sign daily BEO’s. Arrange and hold pre- and post-con meetings at smaller hotels. Resolve problems that arise with hotels (setup, A/V, catering, noise, housekeeping). Review reception setups and F&B requirements.
Handle “pop-up” meetings (i.e., Committee of Residents/fellows, etc.) as assigned.
- Research site selection through use of internet and other media outlets.
- Once event hotel is chosen, negotiate hotel sleeping and meeting room rates, menu prices, and audiovisual rates. Review hotel contract and make necessary amendments/changes to contract. Submit Contract Summary to liaison and obtain approval to move forward then have contract signed by Director.
- Create a Meeting Timeline with appropriate dates and deadlines and provide to the Staff Liaison.
- Obtain meeting specifications from staff liaison, create meeting resume, and provide hotel facility with meeting specifications to include electric, telecommunication, audiovisual, and food and beverage.
- Select food and beverage for staff liaison for their event.
- Coordinate housing reservation with APA staff and event host hotel.
- Work closely with APA staff liaison and Hotel Meetings Manager to ensure all meeting specifications are met.
- Review and reconcile all hotel and vendor invoice billings and send invoice to accounting for payment. Add financial data and room pick up information to the APA Revenue Spreadsheet.
- Evaluate meeting with staff liaison and implement any changes for future event meeting.
Manage the spec book databases for the Annual Meeting; including printing and reproducing the book in final form for distribution to facilities, vendors, and staff.
- Manage the database. Work with staff to keep database programs and changes updated.
- Assist with proofreading and correcting printouts from database.
- Prepare the draft version; work with staff to correct formatting and printing problems.
- Prepare and reproduce final version. Proof final version before it’s sent to facilities.
- Prepare and reproduce changes. Proof changes before it’s sent to facilities.
Coordinate the Convocation of Distinguished Fellows.
- Obtain all pertinent information on award winners and Fellows from appropriate APA staff. Maintain accurate records on award information.
- Work with president to invite Marshals and Grand Marshals.
- Serve as liaison to invited stage guests and Award Board Chairs, notifying them of all details concerning the Convocation, etc.
- Serve as liaison to all confirmed recipients of Presidential Commendations, obtaining a photograph and biographical information; coordinate fee exempt registration and preferential housing for recipients. Work with President to select and write plaque texts.
- Track all RSVPs for invited Convocation participants. Prepare stage charts and lists of participants for Director.
- Determine staffing needs for the Convocation. Prepare back-up materials and hold orientation meeting; supervise staff on site.
- Design and produce plaques for all Annual Meeting award winners, including presidential commendations. Responsible for appropriate wording, editing, and proofreading.
- Design, layout, and produce copy for the annual Convocation Program Book to include extensive writing, copyediting, and proofreading.
- Assist Director with on-site set up of the Convocation room. Coordinate staffing and processional and recessional.
Experience and Professional Qualifications
- Bachelor’s degree in the hospitality industry with at least seven years’ experience or an equivalent combination of education and experience. CMP preferred.
- This position requires high organizational skills. The individual must be able to work effectively under pressure and possess the capability to establish priorities and manage multiple tasks simultaneously.
- The individual should have strong oral and written communication skills along with a high level of interpersonal skills in order to interact effectively with staff, members and suppliers.
- This position requires a strong knowledge of computer software (MS Word, Excel, and Outlook).
- CMP (certification in meeting planning) preferred. Two years’ supervisory experience is required.
- Experience with hotel and service vendor contract negotiation. Hands on experience with general preparation of meetings, audiovisual equipment, and onsite logistical management.