Meetings & Events Planner - CEDIA : Job Details

Department: Operations

Reports to: Director of Meetings & Events

FLSA Status: Exempt

Location: Remote - Must be located in the Indianapolis Area

ABOUT CEDIA

CEDIA® is the association for smart home professionals™. Established in 1989, CEDIA remains founded on the principles of advocacy, connection, and education. Globally, CEDIA defends the rights of technology integrators in governmental bodies, gathers industry professionals and allied tradespeople, and creates trainings, standards, and certifications to ensure the smart home industry advances and draws fresh talent. CEDIA co-owns Integrated Systems Europe, the world's largest AV and systems integration exhibition, and founded CEDIA Expo, the world's largest residential technology show. Today, a community of over 30,000 CEDIA members from more than 80 countries deliver home technology solutions that enrich our lives. Learn more about CEDIA at www.cedia.org.

Joining our team presents an exciting opportunity for individuals seeking a dynamic environment working alongside the tech industry that focuses on making a positive difference in people's lives. Joining CEDIA means becoming an integral part of a passionate and driven global community, where your contributions will not only be recognized but also play a pivotal role in the success of our collective endeavors. If you are looking for a challenging yet rewarding experience, this is the team where you can make a meaningful impact and thrive in your career journey.

CEDIA offers competitive compensation and an attractive benefits package including remote work (US), generous vacation and holidays, mental health days, volunteering time off, professional development, and more. As a global organization, you will get the opportunity to work with colleagues across the globe and build relationships through virtual team building activities and an annual weeklong company gathering.

SUMMARY

The Meetings & Events Planner will be responsible for the end-to-end planning and execution of meetings, conferences, and events, ensuring seamless coordination and successful outcomes. This role requires managing logistics, budgets, vendor contracts, and event operations while maintaining high standards of professionalism and efficiency.

The Meetings & Events Planner will be accountable for overseeing all aspects of event execution, including assisting in site selection, food and beverage coordination, AV needs, registration processes, and transportation logistics. They will work closely with internal stakeholders, external vendors, and event attendees to create engaging, well-organized experiences that align with the organization's goals.

In addition to logistical planning, the Meetings & Events Planner will track key event metrics, including attendance, expenditures, and post-event feedback, to continuously refine processes and improve future events. They will also be responsible for troubleshooting onsite challenges, implementing contingency plans, and ensuring that all events adhere to company standards, compliance policies, and industry best practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

Event Planning & Coordination:

· Consult with key stakeholders to determine program goals, objectives, and budgets.

· Organize and facilitate pre-event meetings, ensuring active participation from all stakeholders and thorough discussion of event-related agenda items.

· Research and recommend meeting sites and activities that align with event objectives.

· Performa site visits when necessary.

· Develop comprehensive event plans, including meeting specifications, banquet event orders (BEOs), and detailed work plans with timelines and budgets.

· Coordinate logistics planning, including agenda/program development, food and beverage menu selections, transportation, registration, housing, and audiovisual/technical needs.

· Oversee the management of shipments to and from CEDIA HQ, ensuring timely communication with all relevant departments prior to the shipping date and confirming that all items are properly packed and ready for shipment in advance.

· Track attendance, registration, hotel history, and attendee satisfaction.

· Maintain up-to-date records and compile status reports on event metrics.

Vendor & Budget Management:

· Initiate proposals with vendors; assist with the negotiation and management of vendor contracts to ensure high-quality services.

· Coordinate with all vendors to ensure services and materials meet company standards.

· Source and help manage third-party suppliers, including RFP management, negotiation, and invoice review.

· Assist in tracking meeting and event expenditures to stay within or below budget.

· Oversee order changes, invoice accuracy, and cost mitigation strategies.

Onsite Event Management:

· Provide onsite management of meetings and events, ensuring smooth execution.

· Implement contingency plans as needed to address any onsite challenges.

· Troubleshoot and resolve issues seamlessly to maintain a positive attendee experience.

· Oversee event staffing plans and schedules to ensure optimal coverage.

· Provide exceptional customer service to all event attendees, ensuring a positive and seamless experience throughout the event.

Specific Event Responsibilities:

· Serve as the primary point of contact for venue meeting services, maintaining space layouts, schedules, and venue requirements.

· Manage all food and beverage needs, including cocktail hours, buffet lunches, and continuous refreshment services, while staying within budget.

· Coordinate setup and breakdown logistics for audiovisual needs, create room setup documents, and manage event flow.

· Oversee rooming lists, track contract compliance, and manage VIP and staff accommodations.

· Coordinate on-site registration workflow, venue needs, and equipment for attendee check-in.

· Organize logistics for shipping, packing, and transit for event materials.

Post-Event Responsibilities:

· Participate in post-event debriefs and compile comprehensive event reports as needed, with recommendations for future improvements.

· Oversee final invoice reconciliation and ensure all event documentation is archived properly.

REQUIRED SKILLS

· Strong organizational skills to oversee event logistics, including scheduling, food and beverage planning, transportation, registration, and audiovisual needs.

· Ability to manage multiple events simultaneously, ensuring timelines, deliverables, and expectations are met efficiently.

· Excellent verbal and written communication skills, with the ability to work effectively with internal teams, external vendors, and event attendees.

· Proven ability to oversee events in real time, manage vendors, troubleshoot onsite challenges, and implement contingency plans as needed.

· Strong focus on accuracy when reviewing contracts, banquet event orders (BEOs), and invoices to ensure all details align with event goals and company policies.

· Ability to provide insightful reports and recommendations.

· Awareness of current trends in the meetings and events industry, including emerging technologies, sustainability practices, and attendee engagement strategies.

· Ability to prioritize tasks, work under pressure, and adapt to last-minute changes while maintaining a high level of professionalism.

· Strong ability to build relationships with members, attendees, and stakeholders to ensure a positive event experience and achieve organizational goals.

EDUCATION AND EXPERIENCE

· Bachelor's degree in Event Management, Hospitality, Business Administration, or related field preferred.

· 3+ years of experience in event/meeting planning or related field.

· Proficiency in event management software (EventsAir a plus) and Microsoft Office Suite

· CMP certification a plus

TRAVEL

This position will require you to travel to all US and Canadian Tech Summits, organizational off-site events annually, site visits, and other events as needed (25% to 35% expected travel).

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

CEDIA is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.