Division Overview The Department of Meeting Exposition Services provides suitable environments that encourage the personal exchange of scientific information and professional knowledge among our members and customers at regularly scheduled fall and spring meetings, expositions, regional meetings, and specialty conferences and events by coordinating logistics, housing, transportation, security, and all other services associated with event planning.
Position Summary The Senior Planner, Housing and Contracts reports to the Senior Director, Meeting and Events is is a key team member to assist with the production of the complex meetings. The incumbent is responsible for overseeing event housing, housing processes, and centralized contracts for assigned ACS Meetings. The incumbent will provide a higher level of expertise in sourcing and contract negotiations, ability to manage the housing challenges for the meetings industry.
Position Accountabilities Manages all aspects of the housing and contract process for multiple meetings.
Liaison to hotels, housing bureau, CVBs, finance, or other internal clients for housing related questions and issues
Conducts site visits, at convention center and hotels as needed, with registration vendor and housing vendor to determine layout of on- site registration; manages on-site registration during the event
Create, manage, and oversee the housing timelines for ACS meetings
Develops, manages and maintains implementation timelines and testing for housing system launches and tasks
Leads internal testing of online registration, including collecting feedback and implementing changes
Monitor housing data, reports, website, and application to ensure data accuracy and integrity
Develop and maintain process documentation and SOPs
Manage contracted hotel inventory for conference or event
Develops and manages sub-blocks, inventory, and concessions to ensure inventory is protected for various attendee groups, Leadership, Speakers, Exhibitors, Staff, etc.
Monitors hotel pick-up on a weekly basis and propose inventory adjustments and minimizes attrition risk
Coordinates hotel site visits and other housing related meetings
Coordinates hotel meeting space needs for contracting purposes with staff leads
Leads hotel precon meetings and vendor meetings
Conducts pre-show, onsite audits and post-show audits.
Prepares credit applications, and reviews and approves hotel billing (sleeping room charges)
Supports the onsite housing desk and reservation needs onsite.
Manage centralized hotel contracting process including develop contract templates and coordinating reviews with legal
Provides timely, outstanding customer service for internal and external clients, and respond to problems and inquires in a timely manner.
Education/Experience/Technological Knowledge College degree or equivalent experience; may have an advanced degree or equivalent experience;
7+ years of demonstrated meetings experience with large events (10,000+ attendees)
Strong housing, sourcing, and contract management and negotiations experience required.
Conduct oneself in a positive, professional, and ethical manner
Demonstrated program and project management experience required;
Strong writing and verbal communications skills for interacting with stakeholders;
Strategic and creative thinking;
Proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and other relevant business software
Organizational and analytical skills with an attention to detail are highly desirable;
Outstanding interpersonal skills with focus on collaboration and consensus building between teams
Collaborative approach to all work; ability to create productive and efficient working relationships Ability to work nights and weekends for successful execution of events.
Ability to move about to accomplish tasks for many hours a day during events.
Travel up to 25% of the year
Perform other duties as assigned by management.
Location: This position will be primarily based in the Washington, D.C. office. ACS employees work a hybrid schedule, consisting of working onsite two days per work, as decided by functional area. The balance of the week is open to working remotely, though employees are always welcome onsite each day if they choose. Remote work will be considered for the right candidate. EEO/Minority/Female/Disabled/Veteran
