Meeting & Convention Coordinator

Meeting & Convention Coordinator- Hybrid in Glen Burnie, MD

About the Company and Overview of the Meeting & Convention Coordinator role:

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• CFS is partnering with a nationally recognized professional association to find a Meeting & Convention Coordinatorto join their team. The organization supports a large network of professionals through high-impact programs, thought leadership, and collaborative initiatives. Employees are part of a mission-driven environment focused on improving outcomes and supporting professional growth.
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• The Meeting & Convention Coordinator handles all logistical arrangements for assigned internal and external meetings including site and vendor selection, rate and meeting room negotiation, housing and registration, room set-up, food and beverage requirements, and more.
  
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  • The Meeting & Convention Coordinator role begins on a contractual basis and will become permanent for the right candidate
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• Reports directly to the Meetings Manager
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Key Responsibilities of the Meeting & Convention Coordinator:

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• Coordinate all event logistics, including food and beverage services, audiovisual requirements, room configurations, hotel accommodations, transportation arrangements, and other related needs
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• Manage budgets related to meeting logistics and event execution
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• Review and code invoices, ensuring accurate billing and financial reconciliation following each meeting
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• Plan and coordinate assigned meetings and events, including laboratory courses, internal committee meetings, staff retreats, coding courses, and both in-person and virtual educational programs
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• Provide operational support and maintain specifications and event details for assigned areas
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• Manage travel and hotel accommodations
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• Support additional Annual Meeting activities, special projects, and on-site meeting operations as needed
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• Solicit and evaluate proposals from hotels, convention bureaus, and venues through phone and email communications. Prepare bid comparisons and collaborate with department contacts to identify preferred venues
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• Conduct venue and site research as needed and present findings and recommendations to department stakeholders
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• Negotiate hotel room blocks, meeting space, and vendor agreements. Assist in the selection of audiovisual providers, entertainment, speakers, and other vendors, and review contracts with the Meetings Manager
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• Plan internal meetings and events as assigned, including communication with faculty, facilities teams, and executive leadership. Prepare welcome materials for faculty, vendors, and attendees, and process faculty reimbursements
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• Travel to event locations when required to oversee on-site operations, including room set-up, registration, audiovisual services, sponsor areas, and food and beverage execution
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• Reconcile and code hotel and vendor invoices for submission to Finance and distribute copies to the appropriate department contacts
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• Coordinate with the organization's designated travel agency to facilitate attendee reservations through phone and online booking systems. Arrange travel and lodging for department-specific meetings as needed
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• Travel to the Annual Meeting to support room inspections, social events, and other operational responsibilities
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• Lead venue selection, contract negotiations, and meeting space arrangements for assigned events
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• Perform additional duties and special projects as assigned
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• 2-6 years of experience with event coordination and management
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• CMP (certified meeting professional) preferred but not required
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• Experience using event software such as SwapCard or Session Board a plus
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• Strong attention to detail, writing skills, positive attitude, and team player
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• Candidates must be comfortable traveling to meetings up to 4x per year and comfortable working one weekend on average per month
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