Job Title: Senior Meeting Planner
Area: Meetings & Events
Reports to: Manager, Meetings Logistics
Rotary is 1.2 million inspired business and professional leaders, in 35,000 Rotary clubs and more than 200 geographical areas united daily across cultures and occupations addressing illiteracy, disease, hunger, poverty, and lack of clean water. The fervent idea exchange celebrates diverse perspectives and facilitates positive change. Passion and engagement abound at Rotary International. In exchange for hard work and dedication, our employees are rewarded with competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. We offer all this and more. Come join us. Visit www.rotary.org to learn more.
Rotary’s Commitment to Diversity
One of Rotary’s values is diversity, which we define as embracing diversity in thought, culture, and perspective. As such, we welcome and encourage highly-qualified candidates with diverse experiences and backgrounds to apply.
The Senior Planner serves as the logistics lead for Rotary’s Flagship product, the International Convention. This dynamic convention attracts 15,000 -50,000 attendees and rotates to a different country each year. The International Convention consists of general sessions featuring world thought leaders, 99+ educational breakout sessions, and an Exhibit Hall featuring 400+ global exhibitors.
The candidate must have experience working in a convention center with citywide events of more than 10,000 attendees. Annual budget responsibility for the convention is between USD $4 - $6 million. This position functions as part of an event team and will support other programs within Rotary International’s portfolio of events.
This opportunity is both challenging and rewarding. Learn more about the impact of Rotary’s global membership, please visit our website:
Bachelor’s degree or equivalent in work experience required.
Knowledge and Skills
- Experience working in a Convention Center with citywide events of more than 10,000 attendees.
- CMP, CMM, PMP or related certification
- Experience defining vendor specifications, negotiating pricing, and executing vendor agreements for meeting services and equipment.
- Strong project management, organizational, administrative, and problem-solving skills
- A team player who can collaborate and build consensus within cross-functional areas.
- Strong (internal and external) customer service skills
- Excellent interpersonal, written and verbal communication skills.
- Ability to manage multiple priorities with attention to detail
- Computer literacy and knowledge of Microsoft software
- Ability and willingness to travel domestically and internationally.
- Ability to demonstrate cultural sensitivity when working in an international environment.
- Ability to travel to and work on-site at Convention for several weeks at a time, if necessary, required.
- May also support planning on other Rotary meetings and events.
- Knowledge of event management software
- Knowledge of floor plan design software “Meeting Matrix”
- Experience working with Simultaneous Interpretation equipment
- Fluency in a foreign language.
- Contributes to overall project management for meetings including development, review, and revision of project management timelines.
- Implements and revises space allocations for all meeting venues, including offices, exhibits and meeting rooms as necessary; updates meeting planning work order software for all meeting space. Also tracks and allocates space for ancillary meeting space.
- Serves as the point person in gathering and managing the meeting specifications and preparation of function and production schedule.
- Initiates, negotiates and implements vendor agreements according to policies & procedures for furniture rental, office equipment rental, simultaneous interpretation (SI) equipment rental, audiovisual, catering, floral, and other vendors as assigned. Supervises and monitors negotiations for other vendors used by the section as assigned for the general sessions, workshops, and pre-convention meetings.
- Supervises and monitors all on-site office and meeting room setups at meetings, including all on-site supply/equipment and audiovisual needs for staff.
- Tracks all orders and invoices for expenses including decorating, audio visual, office equipment, SI, communications equipment, food and beverage. Coordinates post-meeting billing reconciliation, and reclassifying expenses.
- Liaises with RI Global Communications to coordinate interpreter services for the general sessions, workshops, and pre-convention meetings. Liaises with RI Corporate Governance team to coordinate simultaneous interpretation needs for offsite Board of Directors and/or Board of Trustee meetings.
- Prepares floor plans for all areas of the convention including office setups using special software (Meeting Matrix). Creates overall venue floor plan for distribution in staff packets.
- Coordinates distribution of all communications equipment and supervises preparation of onsite telephone lists. Updates all lists for equipment needs and staff/office information for convention.
- Develop schedules for venue as required (i.e. air conditioning, etc.).
Food and Beverage:
- Prepares arrangements for all food & beverage functions, including final guarantees, room setup, decorations, signage needs, entertainment needs, regular vendor communication, on-site supervision and review of catering master accounts for Convention.
- Collaborates with Donor Relations on all aspects of event coordination and logistics for all major donor events in conjunction with convention including, contracting, site selection, food and beverage, vendor selection and coordination, and entertainment.
- Supervises all food and beverage arrangements for all identified meetings including ticketed meal events for up to 4,000 people, VIP services, coffee breaks, staff, stage area needs, and vendor meals as required.
- Works with appropriate convention venue staff to oversee food and beverage outlets in convention venues during period of the event.
- Develops food & beverage ticket pricing and expense budgets for management and leadership approval.
- Coordinates with Registration team to maintain accurate attendee master list of special requests and dietary requirements of attendees for the convention.
- Creates and maintains department vendor contact lists, maintains all department annual plans (SharePoint time lines) and critical dates’ documents.
- Prepares monthly reports on area activities and assists in preparation of quarterly reports for the department manager.
- Aids in development of and updates to department procedure manuals and convention manual annually.
- Participates in site visits, convention committee meetings working in conjunction with vendors, volunteers and related staff, as required.
- Aids in preparation of site visit agendas and reports, Committee Advance Memoranda, Minutes and Board Items as required.
- Develops and maintains resource/historical section files (paper and electronic) for all vendor, equipment and related logistical items.
- Implements Board and Trustee actions as related to responsibilities.
- Assists the department manager with other projects, as assigned.
- Monitors, develops, and motivates this staff member on an on-going basis through weekly meetings and annual and quarterly goal setting.
- Exhibits an attitude of professionalism, service and collaboration within the Meetings and Events team, the RI Secretariat and the community at large in support of the Secretariat and Rotary International’s Strategic Plan and Mission.
- Contributes to a collaborative, team-oriented working environment.
Six (6) years of meeting planning experience required. Project management or team management experience required. Experience working in an international environment desirable.
Assists in the hiring, training and supervising of the specialist and coordinator positions that align with the Convention.
Responsible for developing and monitoring actual versus budgeted line items (audiovisual, equipment rental, telephone, furniture rental, food and beverage, entertainment, and other items as assigned) and reconciling operational budgets for accounts within meeting cost centers as assigned.
Able to sit for extended periods of time
Able to stand for extended periods of time
Able to walk for extended periods of time
Able to climb stairs for extended periods of time
Able to travel* for extended periods of time
Able to lift a minimum of 20 lbs
Able to utilize office equipment such as copy machine, phone, cell phone, 2-way radio, fax machine, computer, etc.
* Travel may include but not be limited to sitting in an airplane, train, bus or other form of transportation in order to get to a predetermined location.
Primarily divisional-, department- and section-level personnel, especially those in the Senior Leader Support, Corporate Governance, Membership Services (Programs, Learning and Development, Membership Development), Finance, Communications, Public Relations, The Rotary Foundation, IS, Language Services, Corporate Services, Legal Services, and the Support Services Area.
External--Volunteer host organizations, meetings-related committees, and outside vendors; RI building management and venues management.