The Association of American Medical Colleges is seeking a Meeting Planner within the Leadership, Learning and Evaluation Unit. This Meeting Planner will play a key role in the logistical coordination and execution of Learn Serve Lead: The AAMC Annual Meeting. This position plays a critical role in ensuring that the meeting is successful by working collaboratively with committees, speakers, staff, vendors and others throughout the year.
This position involves Learn Serve Lead project management, program content development, process and management, logistics management, speaker communications and management, and financial management and processing
Key responsibilities include:
Event Site and Vendor Management
Partner with convention center and hotel(s) as the point of contact to oversee and coordinate all facility functions and needs to include meeting room setup, audiovisual setup, and food and beverage selection and setup.
Select high-quality and cost-effective vendors, negotiate contracts, coordinate logistics and provide onsite support for all vendors and partners to include tours, destination management companies, audio visual providers and other third-party vendors as necessary.
Onsite support to include coordination and communication with all hotel staff
Support the Manager, Annual Meeting, in managing logistics for Learn Serve Lead.
Write communications pieces to keep projects on track and monitor progress and completion. Coordinate and lead logistics coordinators meetings (up-to 100 internal staff contacts).
Work closely with the Senior Director, Learning Delivery to manage the Call for Session Proposals, Call for Posters and the Call for Facilitators (Table Topic Discussions). Coordinate session scheduling, based on room logistics and content distribution across the meeting. Determine potential scheduling and content conflicts and work to alleviate these issues.
Creative Services and Marketing Communications Management
Manage and implement the meeting’s marketing and print efforts (electronic, social media, print, marketing and web) in conjunction with the AAMC’s communication and marketing department. Work closely with, and assist with the development of timelines, with editing and reviewing graphic and electronic communications departments before they are sent to 100K potential attendees.
Serve as primary contact with all confirmed speakers and session facilitators for each meeting assigned (up-to 700 speakers per meeting).
Develop and produce reports to monitor speaker compliance with deliverables. Draft speaker contracts and work with AAMC Legal and Procurement to review language and execute agreements/contracts.
Serve as an ambassador for AAMC and provide exceptional customer service to all speakers.
Continuing Medical Education (CME) Management
Coordinate with Senior Director, Learning Delivery and CME provider to ensure the meeting is CME accredited and ensuring that the meeting remain within the accreditation guidelines.
Monitor expenditures for Learn Serve Lead with budgeted expenses up to $5M. Review master accounts and bill AAMC events directly to individual cost centers.
Administration of multiple technologies that are used throughout the planning process of the meeting; including, but not limited to, Crowd Compass Mobile App, Google Docs, Doodle Polls, CadmiumCD, Teamwork Project Management Software and WebEx.
Post Event Reporting
Prepares thorough history reports for Learn Serve Lead documenting budgeted vs. actual revenue and expenses, contracted vs. pickup up room block figures, audio visual and Wi-Fi usage and explanations for any overages.
Full logistical responsibility and travel for up-to two meeting annually ranging in size from 20-800.
Similar range of tasks as indicated above on a smaller scale. For each meeting, a team consisting of the Meeting Planner; meeting coordinator, registration; program staff and others as necessary is established, with the meeting planner serving as the overall project manager.
Cvent Suite of Products
Learn and become proficient in Cvent suite of products to include Event Management Module, Supplier Network, E-Marketing Module, and Crowd Compass Mobile apps.
Conduct site research, selection and contract negotiation for up-to two meetings annually and process requests for small meeting contracts (Up to 50 attendees or sleeping rooms only, no logistical support required).
May require some out-of-town travel for site inspection of properties, must be skilled at negotiation, communication, and extensive knowledge and good judgment of potential properties and will be required to review and edit peer planner contracts.
Bachelor’s degree required, plus 3-5 years meeting management experience. Association or Hotel/Convention Center experience preferred.
Must be detail oriented and possess above average organizational, communication and meeting management skills. Experience using Cvent is preferred.
Strong writing skills
Excellent Microsoft Excel skills required
Public speaking experience preferred.
Internal Number: 10003608
About Association of American Medical Colleges
Founded in 1876 and based in Washington, D.C., the Association of American Medical Colleges (AAMC) is a not-for-profit association representing all 145 accredited U.S. and 17 accredited Canadian medical schools; nearly 400 major teaching hospitals and health systems, including 51 Department of Veterans Affairs medical centers; and 80 academic and scientific societies. Through these institutions and organizations, the AAMC represents 128,000 faculty members, 75,000 medical students, and 110,000 resident physicians.
Through its programs and services, the AAMC strengthens the world's most advanced medical care by supporting the entire spectrum of education, research, and patient care activities conducted by our member institutions. The AAMC and our members are dedicated to the communities we serve and steadfast in our desire to earn and keep the public's trust for the role we play in improving the nation's health.