Description
Under the direction of the Director, Meetings & Exhibits, the Meeting Planner is responsible for the planning, coordinating, and supporting the execution of registration operations, attendee management, and logistical support for the AGD Scientific Session and other meetings. This position serves as the primary liaison between AGD and registration platform providers and is responsible for the administration, implementation, and ongoing management of registration systems and attendee-facing event technology.
The Meeting Planner leads the planning and execution of all aspects of Scientific Session registration operations, including registration form development, attendee communications, registration reporting, capacity management, cancellations and refunds, VIP, speaker, sponsor, and exhibitor registration support, and on-site registration execution. This position is responsible for maintaining registration timelines, workflows, standard operating procedures, and documentation to ensure efficient, scalable, and consistent registration processes.
Essential Job Functions: (duties may not be ranked by order of importance)
*Coordinate the registration process for the AGD Scientific Session, including registration system setup, testing, implementation, and ongoing administration.
*Serve as the primary liaison between AGD and registration platform providers to support registration operations and attendee services.
*Maintain registration forms, attendee categories, pricing structures, discount codes, and registration communications for the Scientific Session.
*Monitor registration activity to ensure accuracy, completeness, adherence to eligibility requirements, and course capacity limitations. Resolve registration issues and provide customer service support to attendees.
*Prepare and distribute registration reports, attendee statistics, registration pacing reports, housing reports, and other event- related data as requested.
*Maintain registration timelines, project schedules, process documentation, and tracking tools to support the successful execution of registration opera tions.
*Serve as the on-site registration lead for the Scientific Session, including registration operations, badge production, attendee check-in processes, temporary staff coordination, and issue resolution.
*Assist with Scientific Session housing administration, including reservation monitoring, room block reporting, audits, attendee support, rooming list management, and housing-related communications.
*Coordinate the Scientific Session signage process, including gathering content, managing deadlines, tracking approvals, coordinating production schedules, and communicating with vendors, Marketing, and the General Service Contractor.
*Maintain inventory of registration materials, event supplies, promotional items, and signage assets; coordinate ordering, distribution, and replenishment as needed.
*Partner with the Director, Governance to coordinate and administer the electronic voting system for the Annual Meeting (House of Delegates).
*Process post-event activities, including registration reconciliation, attendee communications, conference material distribution, cancellations, refunds, invoice processing, and final reporting.
*Support overall Scientific Session planning and execution and perform other duties as assigned.
*Maintain project timelines, planning documents, meeting specifications, and operational checklists for assigned events.
*Assist with food and beverage planning, room set reviews, and onsite meeting logistics.
*Assist in developing meeting specifications, production schedules, room sets, and logistical plans for assigned meetings.
Requirements
Education: Bachelor’s degree or equivalent experience.
Credentials (years of experience): At least three to five years professional experience in meeting planning, event management, or event operations. Association background, registration platforms, and attendee management is preferred.
Knowledge, Skills, and Abilities: Possess a positive customer service focus and the ability to communicate effectively, professionally, and tactfully with AGD members, volunteers, suppliers, and staff while representing AGD in a positive manner. Demonstrate strong proficiency in Microsoft Office applications and experience with event registration platforms, databases, and other event-related technology systems, with the ability and willingness to learn new software and programs as required.
Possess the ability to coordinate multiple projects simultaneously, maintain accurate records, and manage detailed administrative processes related to registration, housing, signage, and event logistics and vendor coordination.
