Meeting Planner

Arlington, Virginia
The salary range for this position is $55,000 to $60,000 based on experience.
Aug 13, 2018
Sep 17, 2018
Full Time


Serve as the lead meeting planner on several external AHRI meetings and events.  Duties include basic contracting, meeting logistics, sponsorship coordination, registration site creation and maintenance, and communication and coordination with vendors, AHRI staff and members.   


Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

Meetings & Events

  • Serve as lead meeting planning for AHR Expo and related events; the National Advocacy Conference, the AHRI State Summit and other meetings as assigned with supervision of the Senior Director, Meetings and Events.
  • Create event RFPs and work with hotel/vendor partners on the creation of contracts
  • Coordinate all meeting/event logistics as assigned to include program of events, registration, catering, room set-up, audio visual, BEO creation, rooming lists, shipping, along with pre- and post-conference meetings with hotel/venue staff
  • Manage the post event billing process, bill payment and expense report process with supervision
  • Contract local business transient rates at hotels close to AHRI headquarters
  • Contract and manage all meeting logistics for small external AHRI meetings as requested by internal AHRI staff.
  • Serve as the lead sponsorship coordinator for the AHRI Annual and Spring Meetings to include production of sponsorship brochure, interaction with sponsors, and management of sponsorship fulfillment.
  • Manage the contracting and management of service vendors as meetings dictate to include transportation, floral and décor, meeting supply companies, signage vendors, etc.
  • Build, manage and maintain all AHRI registration meeting sites via Avectra NetFORUM
  • Serve as the lead point of contact for all AHRI member registration needs/questions
  • Prepare meeting agendas, attend meetings, record and transcribe minutes
  • Make travel arrangements for office personnel
  • Maintain calendar of AHRI events and those of associated organizations
  • Maintain history for all meetings to include, attendance, room pickups, and catering spend
  • Travel to AHRI Annual and Spring Meetings, and other AHRI external meetings as assigned.
  • Maintain up-to-date meetings reports
  • Work closely with the Meetings Assistant when duties overlap and provide assistance with day to day duties and questions.


Competency Statement(s)

  • Accuracy - Ability to perform work accurately and thoroughly.
  • Detail Oriented - Ability to pay attention to the minute details of a project or task.
  • Organized - Possessing the trait of being organized or following a systematic method of performing a task.
  • Relationship Building - Ability to effectively build relationships with customers and co-workers.
  • Reliability - The trait of being dependable and trustworthy.
  • Communication, Oral - Ability to communicate effectively with others using the spoken word.
  • Communication, Written - Ability to communicate in writing clearly and concisely.
  • Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
  • Communication, Written - Ability to communicate in writing clearly and concisely.
  • Flexibility – Ability to adapt as change requires. Ability to pivot and adjust to last minute requests and changes.
  • Collaboration – Ability to work well with a broad range of stakeholders, take advice from others and incorporate suggested changes into your work product.


Education : Bachelor's Degree (four year college or university) in Hospitality, Business or other related field

Experience : Three to five years professional work experience. One to two years of experience directly related to Meetings and Events  

Computer Skills

MS Excel and MS Word proficiency is a must

Certificates & Licenses

Applicants must apply through our career website:

Applications through email will not be accepted.  

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