Meeting & Program Planner

General Description

This position is responsible for advanced event management including all aspects of planning, budgeting, programming, coordinating, executing, and managing follow-up for council meetings, retreats, receptions, dinners, continuing legal education seminars, webinars, and networking events for the 50 State Bar sections. Applicants must have polished communication skills, top-tier organizational skills, and be able to oversee multiple events at one time, and work effectively and professionally with volunteers, section members, the public, and organizations affiliated with the State Bar of Texas. 

Primary Functions

1. Skillfully plan, coordinate, and oversee the daily operations and programming for 60 section events per year. Simultaneously monitor timelines for multiple events and collaborate effectively and professionally with volunteer councils and committees to ensure meeting objectives are met.2. Handle all financial aspects of an event, including budgeting, creation and monitoring of digital registrations and shopping carts, pricing, expense monitoring, invoicing, and bill payment. Work with section leadership regarding venue selection, pricing options, and budgeting. Create and track budgets to ensure revenue and expenses are within the established budget.3. Source, bid, and negotiate contracts with a variety of venues and vendors. Assist section leadership with purchasing and budgeting, of awards and other event goods and services. Cultivate and maintain professional relationships with venues, vendors, and sales reps.4. Coordinate logistical details including room blocks and attrition, rooming lists/pick-up reports, meeting room set-up, audio/visual selection, and food and beverage menus and minimums. Prepare and disseminate event prospectus and approve all event orders. 5. Work with section leadership to plan and implement dynamic programming. Coordinate planning meetings, set deadlines, and assist in recruitment of volunteers and speakers. Communicate directly with speakers regarding written materials, presentations, travel/hotel accommodations and manage audio/visual requests. Solicit, compile, and distribute print and digital course materials.6. Travel to event sites to coordinate on-site details and supervise pre-function set-up, vendors, food and beverage, support speakers, manage registration, and provide quality service to registrants of continuing legal education seminars. Attend Section council meetings and provide guidance to section leadership regarding best practices and member retention.7. Review and reconcile final event billing. Procure and maintain event reports and conduct post-event evaluations for posterity. Provide quantifiable analytics and recommendations for the success of future meetings and programs.8. Facilitate section communications, publications and marketing materials using e-blasts, websites, hard copy print orders, electronic brochures, interactive newsletters, and a variety of social media. Design, create, edit, and proof, all digital and print brochures, flyers, advertisements, agendas, journals, newsletters, and membership communications. Ensure compliance with applicable communication regulations and laws.9. Works with section leadership to update content and design of websites reflecting section events and communications, using mainstream content management systems such as WordPress.10. Provide daily operational support for requests for information via telephone, mail and electronic inquiries, and general assistance to section leadership, section membership and the public in a timely and professional manner.11. Performs other duties as assigned.

Position Requirements

Bachelor’s degree preferred. Certified Meeting Professional designation from Meeting Planners International desirable. Must have at least five years of event or meeting planning experience and knowledge of contracts, hotel procedures and negotiation skills. Experience planning continuing education programs is preferred. Applicants must be able to plan events with budgetary constraints, effectively and professionally communicate with members, and demonstrate sound judgement. Successful candidates should possess excellent verbal and written communication skills, be able to work independently with the ability to prioritize, and organize work, meet deadlines, and follow through to completion on lengthy projects, be flexible and receptive to change, and must work harmoniously with staff, members, and volunteers. An eye for graphic design and knowledge of the Adobe Professional Suite and WordPress is desirable. Thorough knowledge of the Microsoft Office Suite is required. Frequent travel is required.