The American Property Casualty Insurance Association is looking for an experienced Meeting Planner to join our team. Our office is located steps from the Blue line Cumberland stop in Chicago.
This position is responsible for leading the meeting planning, logistics, and financial management of simultaneous APCIA events. Key competencies include strict budget management, registration and attendee tracking, maintaining housing and rooming lists, and audio-visual selection/management. This position is directly responsible for full menu planning and hotel negotiations for meetings. This position works closely with meeting program managers, accounting, marketing, and other key APCIA staff.
Leads all aspects of meeting planning, logistics, and financial management.
Define and clarify meeting related needs of organization and work with program managers to meet expectations. Leads the planning and management of budgets for a portfolio of APCIA events. Combined, APCIA events represent a $7.5 million budget.
Responsible for meeting budget development and management. Conducts strong budget management with hotel negotiations, contract negotiations, food and beverage selections, A/V and staging and planning of events.
Responsible for ensuring professional execution of meeting and identifies potential issues and works rapidly to resolve problems with minimal disruption to the meeting.
Develops relationships with APCIA members and assists them with all of their meeting related needs before, during, and after meetings.
Responsible for the RFP process and site selection of hotels, restaurants and vendors. Provides sound judgment to help ensure meetings are held in appropriate locations and to help ensure budget management.
Closely works with the Legal Department to maintain and execute contracts in a timely fashion.
Manages complex meeting requirements included but not limited to managing timelines and monthly meetings with program manager, meetings department and marketing team to ensure successful planning and execution of meetings and off-site events. Effectively addresses complex matters and questions and ensure timely and effective follow up on issues pre-event, during the event and post event. Highly responsive and able to handle issues independently and ability to problem solve. Provide/ensure high quality, effective onsite support of meetings that meet the needs of the association.
Builds, maintains and manages internal and external business relationships to provide a team approach to the successful planning and implementation of all meetings.
Develops a mutually beneficial relationship and network with current and potential sponsors in coordination with all meetings.
Leads sponsorship coordination for events including management of all sponsor requirements to ensure both sides fulfill their sponsorship obligations and to advance the success of the meeting.
Negotiates contracts and sponsor packages for the Annual Meeting.
Responsible for exhibitor sales, management, and onsite execution of exhibit hall for APCIA Annual Meeting.
3-5 years meeting planning experience required.
College degree preferred.
Willingness and availability for a dynamic work schedule, including weekends is required.
About American Property Casualty Insurance Association
We are the property casualty industry’s most effective and diverse trade association. We represent nearly 60 percent of the U.S. property casualty insurance market.
APCIA's purpose is to advocate our members’ public policy positions in all 50 states and on Capitol Hill, and to keep our members current on the information that is critical to their businesses.