Meeting Planner

14 Sep, 2021

Jobs

Meeting Planner

Christopher & Dana Reeve Foundation
Short Hills, NJ

Christopher and Dana Reeve Foundation is dedicated to curing spinal cord injury by advancing innovative research and improving quality of life for individuals and families impacted by paralysis.

Today, we seek a meeting planner whose primary responsibility will be to oversee the planning and execution of logistics, fundraising and recruitment for events both virtual and live including: Managing facility selection, contract negotiations, food and beverage, and transportation: Managing event platform, registration, and promotion of events, working to recruit presenters and handle presenter logistics, conducting reconciliations and making periodic report on activities costs.

Additionally, the individual will be responsible for performing job duties, interacting with the community and coworkers and managing themselves in a manner consistent with and in support of the organization’s mission and core values.

Job Responsibilities:

Event:
Reeve Summit
VIRTUAL ASPECT
Research virtual platforms and conduct a cost-analysis to determine the most cost-effective option to provide an exceptional experience for both speakers and attendees.
Follow ADA recommendations and 508 compliance guidelines to ensure that both the live and virtual event meet the required standards
Understanding the needs of those living with paralysis to ensure the navigation of the platform is easily managed
Confirm the virtual experience meets the in-person experience.
Ensure registration, website, and reports are maintained on time
Collaborate with speakers (to include keynotes/speakers / staff) coupled with platform to ensure all technical requests are managed professionally and on time.
Immediately troubleshoot with platform company to resolve any technical issues that may arise.
Ensure all materials, including presentations, zoom links, additional assets such as photos and bios are submitted on time

IN-PERSON
Research production teams to manage onsite technical details to ensure all A/V needs are met,
Research hotel venues and conduct cost-analysis
Ensure ADA requirements are met for all meeting / rooming purposes
Management of Rooming lists
Outreach coordination to keynote speakers / speakers
Coordination of vendors
Work with Reeve Staff to develop Run Of Show and assignments
Collaborate with marketing and communications team to ensure all social media and marketing is on time.

Event:
Advocacy Summit: Planning to begin Spring 2022 for Kickoff in late 2022/early 2023
Advocacy Summit (@50 attendees in person; Virtual attendees @100) in Washington, DC. Aim to grow over the 4 years. We will host this inaugural event in Fall 2022 and will occur annually thereafter through Year 5. The Advocacy Summit will be a two-day hybrid (virtual and in person) and offer an opportunity for advocates and community members to learn about the Reeve Foundation’s PRC and other key public policy issues. Attendees will also meet with their Congressional policymakers in support of the Reeve Foundation’s advocacy priorities. Attendees will receive training on advocacy issues and how to have a successful Congressional meeting.

Site selection, contract negotiations and venue coordination of the host hotel
Manage registration for all attendees
Assist with pre-event webinar for logistics
Coordinate with Public Policy team and development to secure sponsorships to offset private costs
Coordinate food and beverage arrangements
Coordinate on the ground transportation to Congressional offices
Coordinate all technical and A/V needs for virtual aspect of Advocacy Summit
On-site management, including coordinating staff and volunteers to serve as directional guides in the Congressional Office Buildings
Assist Public Policy Director with collateral materials for orientation sessions and Congressional visits
Work with Public Policy team for post-evaluation surveys and debrief

Event:
Regional Advocacy Trainings:
Regional Advocacy Trainings to be held in different locations in US; starting in Year 2-5; hosting 2 a year with coordination with Advocacy and Public Policy Coordinator and Director of Public Policy. These will be one-day (virtual and in person) trainings twice a year for Regional Champions on topics such as community advocacy, media advocacy and policy advocacy. Locations will vary to reach underserved communities and to recruit new Regional Champions.

Site selection, contract negotiations and venue coordination of the local site
Manage registration for all attendees
Coordinate food and beverage arrangements
Coordinate all technical and A/V needs
Coordinate with Public Policy team and Development to secure sponsorships to offset private costs
Assist Public Policy Coordinator with collateral materials for education session
Work with Public Policy team for post-evaluation surveys and debrief
Occasional assistance the development department for fundraising efforts.

Qualifications:
Bachelor’s degree and 5-10 years of experience or equivalent combination of education and experience in related field
Platform experience working with event software preferred
Certification in meeting event software preferred
Knowledge of 508 compliance preferred

Language Skills:
Proficient writing skills with strong attention to grammatical details
Advanced verbal skills with the ability to speak publicly with comfort

Candidate should:
Be comfortable with both virtual and live platforms
Be an independent thinker with a solution-oriented mindset
Collaborate well with others to build partnerships
Work well under pressure and with tight deadlines

Physical Demands / Office Environment:
This position is primarily a sedentary role but will have periods of physical activity. The person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer. As stated above, the position involves moderate travel. In addition, this person will need to be able to set up live events, including exhibit booths, stages for presenters and displays. They will need to be able to lift up to 30 lbs.

Travel:
Approximately 20% travel (8-10 times per year) both regionally and nationally

The Foundation is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily, with or without a reasonable accommodation. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

The Foundation is committed to providing a work environment free of harassment and discrimination that supports individual dignity and respect. Accordingly, the Foundation maintains a strict policy prohibiting sexual harassment, unlawful harassment and any type of discriminatory treatment because of any “Protected Characteristic”.

Send a cover letter and resume to hr@christopherreeve.org

Job posted: 2021-09-14