Meeting Planner

New York, NY
907/Member Engagement
01/13/2022
New York, NY
Depends on Experience  Annual
Full Time
35

About The Conference Board

Founded in 1916, The Conference Board is the member-driven think tank that delivers trusted insights for what’s ahead. Our agenda is simple: to help leaders navigate the biggest issues facing business and better serve society. We believe in innovative approaches that make you think- and act- differently. And everything we do reflects the input of our members and their real-world challenges. 

We do this by delivering business insights. We connect senior executives across industries and geographies to share ideas, and our experts create fact-based research and consensus-driven policy statements to help leaders address their most important business issues.

Because we are independent, non-partisan, and non-profit our work is trusted. If you learned it at The Conference Board you can count on it.


What it’s like to work here:

While it’s serious work to operate a global business think tank, it’s also fulfilling — and fun! Our people enjoy what they do and know their ideas matter. 

We encourage everyone to take personal ownership for outcomes: we collaborate, share a purpose and commit to each other and to our Members. It’s all about doing our very best - which means we succeed as our Members succeed - together we improve society.


The Conference Board invites all interested and qualified candidates to apply for employment opportunities. If you are an individual with a disability in need of assistance with our online application system and would like to request a reasonable accommodation,  please email Susan Fahey at Susan.Fahey@conference-board.org or call at 212-339-0323. Please indicate your full name, contact information and the specific accommodation needed.

Position Summary:

Our customers – speakers, attendees, and sponsors - are leading executives from the largest companies in the United States. The Meeting Planner is responsible for helping deliver a high-quality experience for them at each meeting.

The Conference Board holds virtual and in person events.  The Meeting Planner will work on each meeting format, which includes:

  1. Meetings held at a hotel or other public venue
  2. Meetings held at TCB offices
  3. Meetings held virtually, using remote technology
  4. Hybrid meetings that combine remote and in-person attendance

For in-person events, the Meeting Planner will plan, manage and execute the logistics and operations of assigned events.  

For virtual events, the Meeting Planner will focus on the Producer role, but learn about the various roles.  For both, they will support and guide Program Directors, speakers, sponsors and attendees through the event lifecycle. 

Responsibilities: 

  • Serves as meeting planner for conferences, seminars and workshops
  • Work on assigned virtual conferences 

Essential Functions:

Virtual Meetings

Learn the various virtual meeting platforms utilized by The Conference Board, which include, but are not limited to Zoom, ON24 and Microsoft Teams. Learn and execute Associate Producer role for virtual events.

Associate Producer: creates and builds session consoles; uploads all resources, including bios/headshots, presentations; manages attendee communication and registration; works with Marketing and Production on branding backgrounds, banners, images, logos and icons. During live event, provides backup to Lead Producer, assists with technical reviews; attendee communication and problem solving; assists with other duties as assigned by Lead Producer.

In Person Meetings

Conference and Seminar Responsibilities include, but are not limited to: meeting venue site selection, site visits, contract review and negotiation, menu selection, meeting specification details, accommodations for staff and speakers, audio visual equipment, sign preparation, overseeing registration material preparation, on-site management, auditing and reconciling invoices, payment of vendor bills.

Manage the venue site search and sourcing for assigned conferences and seminars:

  • Research hotels and other venues
  • Draft and distribute RFPs
  • Collaborate with Executive Director, Programming, Program Director and Senior Director of Operations to select appropriate hotels and dates. 
  • Negotiate contract terms.
  • Review hotel contracts for accuracy and ensure terms are favorable to The Conference Board before sending forward for final review and signature.
  • Manage the logistics for assigned conferences and seminars including monitoring room blocks and adjust as needed
  • Work with venue on menu selection, meeting specification details, accommodations for staff and speakers, audio visual equipment, banquet event orders and guarantees.
  • Preparation of and oversight of the preparation of on-site materials, including signs and attendee handouts.
  • On-site meeting management. Collaborate with meeting administrator and/or temporary staff to ensure logistical arrangements are in place and provide excellent customer service to attendees, speakers and sponsors.
  • Arrange for temporary personnel at assigned meetings when necessary.  Instruct them as to their duties and supervise their performance.
  • Select and negotiate contracts with appropriate vendors for audio visual, and if required, restaurants and ground transportation.
  • Build and maintain good working relationships with meeting suppliers:  hotels, restaurants, audio visual, ground transportation and other meeting related vendors.
  • Collaborate with colleagues to ensure we meet and exceed our financial targets
  • Collaborate with Senior Director, Operations to negotiate pricing with vendors to achieve the most favorable terms for The Conference Board.
  • Prepare budget spreadsheets for the new fiscal year budget as it relates to expenses for all pertinent site costs (temporary staff, audio visual, room rental, food & beverage, internet, ground transportation).
  • Adhere to meeting budgets and standards when negotiating and contracting with vendors.
  • Maximize the use of the preferred vendors.
  • Responsible for monthly accruals and re-accruals for each assigned project.
  • Prepare final expense report for each assigned project as it relates to expenses incurred on site.
  • Verify the accuracy of all meeting related invoices and forward to Senior Director of Operations for review. 
  • Responsible for the input of hotel and meeting information into the CRM database.
  • Perform additional duties as assigned by Senior Director of Operations.

Knowledge and Skills:

  • Proficient in Word, Excel and PowerPoint and in applying Internet search processes.
  • Ability to work with senior level executives;
  • Keeps abreast of new industry trends. 
  • Flexible, creative and a problem solver.
  • Exceptional organizational skills and attention to detail.
  • Strong ability to negotiate contract terms/conditions.
  • Advanced multi-tasking abilities.  Ability to work on multiple projects in varying stages of development in the same time frame and with minimal supervision;
  • Superior prioritizing and time management skills, and the ability to meet deadlines consistently.
  • Self-starter with high motivation and initiative, and excellent problem-solving skills.

Education and Experience Requirements:

  • Bachelor's degree
  • One-three years meeting planning or hotel experience