The Meeting Planner is a member of a dynamic professional team comprising leaders in non-profit management that support and connect orthopaedic surgeons and other professionals through education and research to prevent and resolve sports injuries among active people of all ages and levels. This position calls for an independent, proactive, problem-solving, diplomatic, multi-tasking professional.
Working with the Director of Education and Engagement, the Meeting Planner is responsible for logistical elements to plan and implement the Annual Meeting, live courses, collaborative activities and board/committee/leadership meetings. This includes budget development, site selection, travel and housing coordination, room block management, registration oversight, A-V and food & beverage management, staff scheduling, onsite logistics and execution, post-event reporting and assessment, etc.
Reports To: Director of Education and Engagement
Key Relationships: Volunteer Leadership
Professional Team Members:
Senior Managers of CME (2) and Education Coordinator
Office Environment: Traditional, Alternative Possibilities
Essential Duties and Responsibilities
For all events:
Under the direction of department director, research, evaluate, select and negotiate contractors for hotels/venues, audio-visual, exhibitor services, photography, transportation and related services.
Maintain inventory of meeting supplies and materials (awards, badge holders, ribbons, badges, etc.).
Handle housing; acquire and monitor room blocks and coordinate travel and housing for staff, faculty, leadership, etc.
Develop procedures and checklists/timelines to coordinate registration, confirmations, badges and shipping of event materials.
Responsible for ensuring professional execution of meeting, identify potential issues and work rapidly to resolve problems with minimal disruption to the meeting.
For the Annual Meeting:
In conjunction with the department director and outsourced sales team, develop exhibit floor plan to ensure maximum access, flow and exposure.
Expand exhibit hall activities for engagement and attendee appeal.
Working with the Director of Corporate Relations, ensure sponsor benefits are delivered fully and onsite needs are addressed promptly.
Work with department director and senior manager to develop meeting room grid and organize space assignment.
Handle all planning and on-site management regarding logistics such as F&B, AV and other support services.
Coordinate signage needs and ordering, working with other team members as appropriate.
Work with team members to plan and execute VIP activities including the President’s Dinner and Awards Presentation.
Assist in identifying and developing guest and family-focused activities and programs.
Coordinate and conduct onsite registration including staff training and registration set-up.
Coordinate with education team lead in preparation for surgical skills courses at the Orthopaedic Learning Center (OLC) in the building.
Prepare and maintain timelines and critical dates for all activities.
Assist in the development of meeting-related budgets.
Assist director to review, reconcile and submit invoices for payment.
Create a financial report detailing the overall revenue and expenses from the annual meeting and compare to previous years.
Track historical data such as attendance and evaluations and make recommendations for the future.
Expected Knowledge, Skills, and Abilities:
Experience with budgets and contract negotiation necessary.
Prefer experience running all operational aspects of a meeting of over 2000 attendees and multiple concurrent sessions.
Basic understanding of CME requirements and standards a plus.
Ability to think adapt quickly to changing circumstances and to come up with solutions on-site at events.
Excellent interpersonal skills and the ability to maintain a courteous demeanor when under pressure.
Superior organizational and computer skills
Excellent written and verbal communication skills and the ability to interact with a diverse professional membership audience
Ability to work independently while also effectively interacting and collaborating with individuals, service providers and others to achieve the organization’s goals
Strong Microsoft Office skills: Word, Excel, PowerPoint, Outlook
iMIS or other association management system experience preferred
Education and Experience:
Bachelor’s degree or equivalent combination of association experience and education.
Five or more years of association experience, ideally in a medical specialty setting.
AOSSM employs a highly efficient, well-functioning business model which comprises a tightly knit core team of professionals. With the flexibility of a non-traditional workplace, AOSSM employs seasoned, gifted and knowledgeable professionals possessing these essential characteristics and attributes:
High level of integrity
Intuitive and abstract thinker
Self-directed and independent
Subject to change, currently this position includes travel to society’s Annual Meeting and some courses and other meetings (approximately 15-20 days per year).
AOSSM offers an excellent work environment, competitive salary, and a comprehensive benefits package. Additionally, AOSSM is an Equal Opportunity Employer (EOE).
Additional Salary Information: Please include salary requirements in cover letter.
About American Orthopaedic Society for Sports Medicine
The American Orthopaedic Society for Sports Medicine (AOSSM) is the premier global organization representing the interests of orthopaedic surgeons and other professionals who provide comprehensive health services for the care of active people of all ages. We cultivate evidence-based knowledge, provide extensive educational programming, and promote emerging research that advances the science and practice of sports medicine. We engage a community of sports medicine specialists to exchange ideas and best practices for all athletes – from professional teams to health-minded individuals and youth sports. We also provide useful guidance to help the public understand how to avoid sports injuries.
Ultimately, we strive to prevent and reduce sports injuries, accelerate safe return to play, and promote effective clinical care so that people can continue to live healthy and active lifestyles.