Admin - Conference Planner

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Job description

Conference Planner

Washington, DC

MUST:

Experienced Conference Planner

3-5 years of experience in meeting planning.

Experience with government contracting and managing meetings for Federal government agencies.

Knowledge of federal meeting requirements, disability accommodations, and the requirements of the Americans with Disabilities Act (ADA).

Proficiency in Microsoft Office, Zoom, and Teams.

Excellent organizational, verbal, and written communication skills.

Ability to juggle multiple tasks simultaneously.

High attention to detail.

BA degree or Certified Meeting Planner certificate is required.

DUTIES:

Participate in the strategic planning process for all meetings and events with client team.

Assist with the development/production of conference materials,

Arrange/coordinate sign language interpretation, captioning services, and other accommodations.

Establish registration and manage participant list.

Conduct close-out including, but not limited to, administering and summarizing satisfaction surveys, sending thank you letters, issuing certificates of participation, and processing honoraria and travel expenses.

Successful planning and implementation of all tasks associated with a variety of accessible virtual and in-person meetings and conferences.

For in-person meetings:

Conduct a search for hotels.

Perform site inspections.

Negotiate hotel contracts.

Manage hotel arrangements including sleeping rooms, meeting room set up, food and beverage, and audio-visual, etc.

Serve as an onsite manager in implementing meetings and special events.

For virtual meetings:

Determine digital event hosting platforms.

Load presenters' slides in advance.

Pre-set breakout rooms.

Conduct trial runs prior to the meeting.

Monitor for any technical difficulties throughout the meeting.

Quadrant is an affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, or status as an individual with a disability.

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