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Seeking experienced meetings planner

  • 1.  Seeking experienced meetings planner

    Posted 11-17-2017 12:50

    AMPED Association Management has an immediate, full-time opening for an experienced meetings planner. The position could work out of either our Madison, Wisconsin or Washington, DC office.

    AMPED is a full-service association management firm, handling all aspects of associations with innovation, transparency and fun! We are the headquarters for state, national and global trade and professional associations located in a very attractive historic office space on the Capitol Square in Madison, WI and a second location in Old Town Alexandria, VA.

    Interested candidates should submit their resume to AMPED Association Management, 22 N Carroll St., Ste. 300, Madison, WI 53703, attention Brittany Marsala,  or complete an online interest form here.

    Meetings Manager 
    (2+ years' experience in association meeting planning)
    Manage the strategy and planning of meetings and special events for a variety of AMPED's client organizations. Must be extremely organized and efficient with your time to handle tasks quickly and with great care. Specific job responsibilities include:

    • Manage the strategy and planning of meetings and special events for client organizations
    • Maintain and manage meeting planning timeline for pre, onsite and post meeting that enables and anticipates long-term planning and effective event management
    • Source venues, prepare and distribute RFPs, coordinate and conduct site visits with top venues and lead contract negotiation process
    • Source external suppliers (e.g., DMCs, exhibit show managers, etc.), prepare and distribute RFPs, lead contract negotiation process and manage affiliate relationships
    • Determine client service needs with regard to catering, security and rental needs, as well as audiovisual and other meeting technology needs (e.g., mobile app, abstract management, etc.)
    • Recommend and engage catering, acquire supporting technology and coordinate development of materials to execute a quality event
    • Supervise, direct and coordinate the activities of personnel, subcontractors and vendors as required to successfully execute all aspects of the event on the scheduled delivery day
    • Identify potential revenue streams and determine sponsorship and exhibit opportunities/levels associated with each event
    • Manage exhibit and sponsorship sales and ensure all benefits are implemented
    • Track registration pace and overall counts, as well as maintain attendance records
    • Determine fiscal requirements, prepare budgetary recommendations and monitor Board approved event budgets
    • Partner with client Executive Director and/or volunteer program committee to determine educational content
    • Establish communication protocols and operating procedures with client Executive Directors, communications staff and volunteer program committees to effectively promote events to target audiences
    • Assist in PR activity including the publication of press releases of events
    • Manage speaker communication and logistics pre-event and onsite to ensure preparedness to provide effective presentations and materials
    • Provide logistical content for meeting website


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    Jeanne Weiss Rosen
    Creative Services Director
    AMPED Association Management
    Madison WI
    608-251-5940
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