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Manager, Meeting Planning

HSF Affiliates -
Irvine, CA

Apply Now

Job Details

$120,000 - $125,000 a year

Benefits

Health savings account
Health insurance
Dental insurance
Flexible spending account
Paid time off
Employee assistance program
Vision insurance
401(k) matching
Life insurance

Qualifications

Project reporting
Vendor relationship building
Contract review
Financial data reconciliation
Hotel event planning
Expense management
Spreadsheets
Travel industry negotiation
Hospitality industry experience
Managing event budgets
Vendor relationship management
Event audio-visual coordination
Vendor contract management
Event contract management
Management reporting
Managing projects
Request for proposal
Productivity software
Supplier relationship management (SRM)
Managing hospitality operations budgets
Project planning phase
Technical Proficiency
Logistics planning

Full Job Description

The Manager, Meeting Planning is responsible for the end-to-end planning, management, and execution of assigned corporate events, including national conventions, executive meetings, training programs, symposiums, and trade shows. This role requires strong expertise in event logistics, housing management, contract negotiation, budget management, and on-site execution.

The ideal candidate is a strategic thinker and operational expert who thrives in a fast-paced environment, demonstrates exceptional attention to detail, and delivers elevated, seamless event experiences aligned with brand standards.

Key Responsibilities

Event Planning & Execution

Lead the comprehensive planning and execution of corporate meetings, conferences, conventions, symposiums, and trade show events from concept through post-event reconciliation.
Develop and manage detailed event specifications, including timelines, run-of-show documents, staffing plans, production schedules, and logistics.
Manage event housing, including room block management, pickup analysis, reporting, and liaison with hotel partners and housing vendors.
Oversee all on-site event operations, including registration, general sessions, breakouts, exhibits, and off-site functions.
Supervise and direct on-site staff, vendors, and partners to ensure flawless execution and alignment with company standards.

Venue Sourcing, RFPs & Contract Negotiation

Create and manage comprehensive Requests for Proposal (RFPs) for hotels, venues, and vendors.
Evaluate proposals and lead contract negotiations, including concessions, pricing, attrition, cancellation, and service agreements.
Build and maintain strong relationships with hotel partners, venues, and industry suppliers.

Budget Management & Financial Oversight

Develop and manage detailed event budgets, including forecasting, expense tracking, and reconciliation.
Identify cost-saving opportunities while maintaining high-quality event standards.
Ensure financial accountability and adherence to company financial policies and procedures.

Event Technology, Communications & Content Support

Support development and management of event websites, registration platforms, and mobile event applications.
Manage attendee communications, including invitation campaigns, registration messaging, and event updates.
Collaborate with marketing and communications teams to develop promotional materials and branded event assets.
Assist in speaker sourcing, research, and coordination, including managing speaker logistics and presentations.
Develop main stage show flow and run-of-show documents in collaboration with production and AV teams.
Demonstrate familiarity with audio-visual production and presentation management, including PowerPoint.

Project Management & Reporting

Manage multiple complex projects simultaneously, ensuring deadlines, budgets, and quality standards are met.
Create detailed project plans, timelines, and tracking tools.
Compile post-event reports, analysis, and recommendations for continuous improvement.
Develop spreadsheets, reports, and presentations using advanced software tools.

Strategic Planning & Innovation

Stay current on industry trends, emerging technologies, and best practices.
Recommend innovative ideas, themes, and enhancements to elevate event experiences.
Identify process improvements to increase efficiency and effectiveness of meeting operations.

Performance Expectations

Deliver exceptional event experiences that reflect the prestige and quality of the Berkshire Hathaway HomeServices brand.
Execute projects with a high degree of professionalism, accuracy, and attention to detail.
Maintain strong working relationships with internal teams, leadership, and external partners.
Demonstrate strong leadership, accountability, and initiative.
Adhere to company policies, confidentiality standards, and ethical guidelines.

Required Qualifications

Education & Certifications

Bachelor’s degree in Meeting and Event Management, Hospitality, Business Administration, or related field, or equivalent professional experience.
Certified Meeting Professional (CMP) designation strongly preferred.

Experience

Minimum of 8+ years of progressive experience in corporate meeting planning, conferences, or hospitality.
Proven experience planning and executing large-scale corporate events, conventions, and conferences.
Extensive experience managing hotel contracts, RFP processes, and vendor negotiations.
Demonstrated experience managing complex budgets and financial reconciliation.
Strong project management experience with multiple concurrent events.

Technical Skills

Advanced proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.
Experience with event management platforms, registration systems, and mobile event apps.
Ability to create detailed spreadsheets, reports, and presentations.
Familiarity with audio-visual production requirements and general session management.

Core Competencies

Exceptional organizational and time management skills.
Strong negotiation and vendor management abilities.
Outstanding attention to detail and problem-solving skills.
Ability to remain calm and effective under pressure.
Excellent verbal and written communication skills.
Ability to work independently and collaboratively.

Travel & Work Environment

Ability to travel to domestic event locations, including overnight and weekend travel.
Ability to work extended hours during event planning cycles and on-site execution.
Ability to perform effectively in a fast-paced, high-performance environment.

Why Join Us

This role offers the opportunity to plan and execute high-visibility events for one of the world’s most respected and recognized brands that we carry from our parent company. You will play a key role in delivering impactful experiences for elite professionals across our global network.

Wage: $120,000 - $125,000 annually; actual wage is based upon education and experience. Potential for annual discretionary bonus.

Benefits: Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.

Apply Now

Refine Your Search

Conference Planning Manager jobs

Manager, Meeting Planning

Manager, Associate Conference Engagement

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