Career Center

We are seeking a Contract Meeting Planner to work with our national nonprofit association based in Austin, Texas!

• CMP preferred, 8+ years experience required
• Austin area preferred
• Accustomed to working behind the scenes to execute events for clients

Scope of Work

• Manage contract terms to ensure all deadlines are met and responsibilities are executed.
• Hotel Room block management
• Work with CEO to create promotional language for the convention.
• Update production schedule matrix daily with changes.
• Work as team liaison with vendors for production of the convention
  • Audio Visual
  • Food and Beverage
  • Off-site venues
  • Security
  • Transportation
  • Photography
  • Shipping
• Onsite registration and meeting planning assistance
• Require and record weekly room pickup records.
• Track registration counts weekly.
• Keep convention history for comparison.
• Create detailed agenda of all events at the convention for distribution to involved parties.
• Work with CEO to create scripts and agendas for individual events; General Session and Awards Banquet’
• Create “Convention Onsite Folder” of all materials involved in the planning of the convention, either hard copy or online.
• Work with Chief Executive Officer on dates/schedule for ICW meetings.

Programming

• Manage speaker confirmations, bios and headshots
• Coordinate education session logistics including scripts, room monitors, supplies, handouts, etc.
• Notify all speakers of requirements for their presentation.
• Collect presentation materials for distribution to attendees either by print or online
• Arrange for recording and online access of educational seminars through Operations Director

Communications

• Collaborate with editor, social media specialist and ops director on creation of copy for online and print brochures and literature pertaining to membership, meetings, and education as noted above.

Finance

• Responsible for providing proposals and quotes for review and implementing decisions made by leadership
• Create detailed budgets for all income/expenses related to meetings and conventions.

Contract Specifications:

May – June: 20 hours a week

July - August: 30-40 hours per week

Convention travel dates: August 8-13

Proposals accepted through May 16

CANDIDATES MUST BE LOCATED IN THE AUSTIN METROPOLITAN AREA. Send your proposal and a short introduction directly for consideration: careers@rtohq.org.