Meeting Planner

Who we are:
The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, patient care, and community collaborations conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of people everywhere. The AAMC strives to make a positive impact not only in your career, but in your life. We offer a comprehensive benefits package which features:

• Significant employer 403(b) contribution
• Public transportation subsidy
• Generous paid time off program
• Tuition reimbursement
• Wellness program that includes: discounted gym membership, onsite yoga and sponsored sports teams

The meeting planner leads full site selection and logistical responsibility for up to 8 revenue-generating meetings annually (majority of meetings will be held in AAMC Learning Center, but assignments may require travel for 1-2 meetings annually based on the Unit’s need).

Why us, why now?

The meeting planner serves as the overall project manager collaborating with a meeting coordinator, registration program staff and others. The team works each day in an exemplary service-driven, hardworking atmosphere of professionalism, flexibility, generous listening, integrity, authenticity, and excellence.

How you will make an impact

• Learn and become proficient in the scheduling software.

• Collaborate with all relevant business partners and vendors to coordinate meeting set-up, audiovisual, and F&B.

• Responsible for timely distribution of precise conference requirements to all departments and vendors.

• Secure room blocks for Learning Center meetings.

• Secure and work with outside vendors as necessary for decors, entertainment, etc.

• Provide on-site support for all meetings in the Learning Center (on-site shift work is required).

• Miscellaneous duties as assigned for projects in the Learning Center.

Site Research and Contract Negotiation
Review past meeting history including room block pickup, meeting space requirements (for offsite meetings), and room setup preferences of the group to create and send RFPs to potential hotels through Cvent based on knowledge of meeting and properties.

Review hotel proposals, and where appropriate, negotiate for lower room rates and rental fees, prepare site presentation packets and conduct site presentations for program committees and/or program leader, negotiate contracts with properties selected, guide final contract through legal review and procurement office processing, gather necessary signatures and disseminate information to program staff once contract is final.

Cvent Suite of Products
Learn and become proficient in Cvent suite of products to include Event Management Module, Supplier Network, E-Marketing Module, and Crowd Compass Mobile apps.

Creative Services and Marketing Communications Management
Manage and implement the meeting’s marketing and print efforts (electronic, social media, print, marketing and web). Work closely with, and assist with the development of timelines, with graphic and electronic communications departments. Serve as liaison between program staff, graphic and electronic communications departments.

Speaker Management
Serve as primary contact with all confirmed speakers and session facilitators for each meeting assigned (up to 150 speakers per meeting). Responsibilities to include coordination of hotel accommodations, flight and travel reservations, audiovisual needs, presentation materials, onsite support, reimbursement of expenses, and payment of speaker fees.

Continuing Medical Education (CME) Management
Coordinate with program staff and CME provider to ensure appropriate meetings become CME accredited and ensuring that CME meetings remain within the accreditation guidelines. CME process management includes collecting speaker and staff disclosures, submitting CME applications for review and consideration, distributing and communicating information to CME participants to claim credits, post meeting reporting to CME provider.

Exhibits and Sponsorships Management
Coordinate with program staff and exhibit/sponsor consultant to develop exhibitor and sponsorship prospectuses and packages, coordinate with consultant on booth sales and sales communications to potential exhibitors and sponsors, partner with meeting registrar to facilitate registration and payment from exhibitors and sponsors. Send communications to confirmed vendors regarding onsite setup and tasks, coordinate agreed upon packages and implement setup of and placement of vendor deliverables with the venue and any third-party vendors required, and provide onsite support and be available to exhibitors and sponsors while they are preparing their booths.

Event Site and Vendor Management
Partner with hotel and/or Learning Center points of contact to coordinate all facility functions and needs to include meeting room setup, audiovisual setup, food and beverage selection and setup, guest room and suite reservations with hotel.

Select high-quality and cost-effective vendors, negotiate contracts, coordinate logistics and provide onsite support for all vendors and partners to include tours, destination management companies, audiovisual providers, and other third-party vendors as necessary.

Onsite support to include coordination & communication with all hotel staff (convention services manager, banquet staff, audiovisual staff, etc.) or Learning Center staff (facilities and catering staff), assisting in the setup of registration area, advance review of banquet event orders, providing support for speakers in preparing for their presentation, providing information to and answering questions of constituents, troubleshooting, review of bills daily, distributing gratuities, coordination of off-site events, VIP management and preparing shipments.

Finances
Prepare budgets and monitor expenditures for each meeting. Will be required to inform program staff of budgetary implications based on their decisions.

Financial Meeting Reconciliation responsibilities to include management of payment of all hotel and vendor invoices, including hotel master accounts, creating requisitions and purchase orders for all payments and invoices, facilitating purchase card (p-card) transactions and coordinating final post-meeting income-expense reconciliation and reporting management to forecast future and prospective learning offerings and association revenue.

Post Event Reporting
Prepares thorough history reports for each meeting documenting budgeted vs. actual revenue and expenses, contracted vs. pickup up room block figures, audiovisual and wi-fi usage, and explanations for any overages.

What you'll bring to the role

• Bachelor’s degree; additional experience may substitute.

• 3-5 years meeting management experience required. Association and supplier experience preferred.

• Must be thorough and possess above-average interpersonal skills. Proven track record to plan and organize events optimally.

• Excellent interpersonal and communications skills, both written and verbal.

• Strong customer service orientation.

• Skilled with Microsoft Office software, and familiarity with scheduling/logistics software.

• Must be accustomed to producing a high volume of work.

• Experience using Ungerboeck is helpful and CVENT is strongly preferred.
  

Remote Work Eligibility

This position is eligible for remote work within the Washington DC / Baltimore metro area only.

If a bachelor’s degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.

The Association of American Medical Colleges (AAMC) is an Equal Opportunity/AffirmativeAction Employer. The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.

COVID-19 Vaccine Requirement

The AAMC is committed to providing and maintaining a safe work environment for all , taking measures to secure workforce continuity, and promoting the health and wellbeing of our members, stakeholders, and our communities at large. T herefore, the AAMC requires its employees to be fully vaccinated against COVID-19. Employees will be required to show proof they are fully vaccinated . O nly vaccines that have been approved or granted Emergency Use Authorization (EUA) by the FDA, or listed for emergency use by the World Health Organization (WHO) will be accepted. More information on acceptable vaccines can be found here .