Conference Planner

The Scientific Consulting Group - Gaithersburg, MD

Full-time

Hybrid - Gaithersburg, MD

Personal and Laundry Services

About the position

The Scientific Consulting Group, Inc. (SCG) is seeking an enthusiastic professional to join our team of meeting planners. This is a hybrid position, requiring the candidate to work on-site in the DC area. The ideal candidate must be proficient in managing virtual, hybrid, and in-person meetings and be willing to travel as needed. The role involves leading the coordination of all aspects of events, which includes budgeting oversight, pre-planning, logistics, travel arrangements, lodging, onsite execution, vendor management, and post-event wrap-up. In this position, you will develop detailed event-specific task and project work plans, coordinate site selection, and lead contract negotiations. You will also prepare supplier agreements and contracts for client review and approval, review and approve Banquet Event Orders (BEOs), and oversee venue and supplier activities onsite. Additionally, you will host virtual and hybrid meetings, providing technical support as necessary, and assist in the development of registration websites for events while providing regular updates to clients. As the point of contact for clients, meeting participants, and speakers, you will develop participant communications for internal and client approval, work with speakers to obtain, format, and load presentations for events, and collaborate with clients to develop meeting materials. After the meetings, you will finalize any additional post-meeting tasks, such as distributing thank you letters and event surveys, and regularly report on planning activities.

Responsibilities

• Leads the coordination of all aspects of events including budgeting oversight, pre-planning, logistics, travel, lodging, onsite execution, vendor management, and post-wrap-up.
• Develops detailed event-specific task and project work plans.
• Coordinates site selection.
• Leads contract negotiations and prepares supplier agreements and contracts for clients' review and approval.
• Reviews and approves BEOs.
• Oversees and manages venue and supplier activities onsite.
• Hosts virtual and hybrid meetings, providing technical support as needed.
• Assists with the development of registration websites for events and provides regular client updates.
• Serves as point of contact for clients, meeting participants, and speakers.
• Develops participant communications for internal and client approval.
• Works with speakers to obtain, format, and load presentations for events.
• Works with clients to develop meeting materials.
• Finalizes any additional post-meeting tasks - distribute thank you letters, event surveys, etc.
• Regularly reports on planning activities.

Requirements

• Ability to manage multiple tasks effectively.
• Ability to work independently and as part of a team, within short timeframes.
• Attention to detail including deadlines and quality control.
• Strong written and verbal communication skills.
• Demonstrated meeting planning skills.
• Proficient with Microsoft products (Word, Excel, PowerPoint).
• Proficient with virtual meeting platforms including Zoom, WebEx, and others.
• Ability to plan and execute both on-site and hybrid meetings in the Washington, DC area.

Nice-to-haves

• Bachelor's degree in hospitality management, business, marketing, public relations, or communications preferred.
• CMP, CGMP, DES, or CEM certification desired.