Description
About the Role
Reports to: Director, Meeting and Events
Direct reports: None
Location: Hybrid in Waukesha, WI (onsite Tuesdays and Wednesdays with occasional Thursdays. Remote on Mondays and Fridays)
ASGCT is seeking an experienced and detail-oriented senior-level meeting planner to join the Meetings & Events Department. This role leads the planning, design, and execution of ASGCT’s Annual Meeting while supporting non-Annual Meeting programs, applying industry best practices, demonstrating strong project management skills, and calm, confident leadership. The position is responsible for designing effective and innovative attendee experiences, managing venue and vendor partnerships, coordinating audiovisual and catering needs, creating diagrams, overseeing security, planning off-site receptions, and negotiating contracts. A successful candidate will have extensive technical industry knowledge, exceptional project and budget management skills, and the ability to perform effectively in fast-paced, high-pressure environments.
Primary Responsibilities:
Serve as the logistical lead on critical aspects of ASGCT’s Annual Meeting throughout the planning process, on-site execution, and post-event wrap-up.
Act as the primary liaison with the Annual Meeting venue, ensuring compliance with venue requirements, managing event specifications and room diagrams, coordinating cross-team site visits, and maintaining strong partnerships with venue staff to support seamless event planning and execution.
Manage Annual Meeting audiovisual, electrical, and internet needs, including equipment orders, collaborative diagram development, vendor management, and budget tracking.
Lead the planning and execution of off-site ancillary events and receptions, including catering, signage, security, entertainment, décor, insurance, and other essential components.
Cultivate strong professional vendor relationships across venues, hotels, CVBs, audiovisual providers, security firms, and off-site reception partners.
Lead security planning for the Annual Meeting by sourcing and coordinating security vendors, collaborating with venue security teams, working with the Director of Events to develop crisis response procedures, and developing plans to ensure a secure exhibit hall environment and the safety of all attendees.
Drive the sourcing and contracting process for assigned Annual Meeting vendors and/or venues conducting research, evaluating proposals, negotiating terms, and providing final recommendations to the Director of Events.
Support other Annual Meeting logistical processes as needed, including exhibit hall floor plan development, rigging planning, sponsorship activation design, signage planning, registration and housing strategy, and on-site ancillary event execution.
Support non-Annual Meeting programs by offering best-practice guidance, brainstorming problem-solving solutions, and providing on-site support, including traveling to events as needed.
Work with the Director of Events on sourcing projects by drafting RFPs, collaborating on proposal reviews, conducting site visits, and assisting with the contracting process.
Negotiate and draft strong venue and vendor contracts for the Director of Events review.
Create and actively track project plans and ensure critical path deadlines are met to maintain smooth and timely execution of all assigned event components.
Track and monitor meeting expenses, ensuring all areas remain within approved budgets.
Support the creation, updating, and adherence to internal SOPs and industry best practices.
Requirements
Required Skills and Experience:
Bachelor's Degree in appropriate field.
Strong technical expertise in audiovisual, internet, electrical, catering, security, transportation, and other key meeting logistics.
Skilled in vendor sourcing, negotiating, and contracting while maintaining positive and professional relationships.
Strong critical thinking and problem-solving skills, with the ability to remain calm, think clearly, and make sound decisions during crises or in the midst of rapidly shifting priorities.
Strong project management skills, including experience with project management tools such as ClickUp, managing multiple concurrent projects, and meeting competing deadlines.
Exceptional attention to detail and commitment to delivering high-quality, well-executed events.
Strong leadership skills and the ability to manage on-site staff and vendor teams.
Demonstrated supervisory experience with the ability to guide, mentor, and support team members.
10+ years of experience in large-scale association event logistics, including convention center operations, multi-hotel room blocks, vendor management, and citywide conference planning.
Experience with non-profits, associations, or academic institutions strongly preferred.
CMP certification required.
Ability to travel up to six (6) weeks per year.
