Seeking a Proposal for Services from an energetic and qualified independent meeting planner with experience in conference program development, speaker management and event logistics to work as an extension of the JT&A team. We are looking for a long-term mutually beneficial relationship that is results-oriented with opportunity for financial reward. This is a remote position.
Include proposed incentives for meeting and exceeding goals and timelines.
Scope of Work applies to both hybrid events listed below unless otherwise noted.
Annual 5-day spring (May) event that rotates locations across the U.S. attracting 600 attendees, of which up approx. 115 may provide on-demand content or speak in-person: plus 30 exhibitors. Currently in-person with a virtual option; but prepared to move to virtual should that decision need to be made the first week of April.
Annual 2 to 3-day summer event (July) that will rotate around the world, estimated to attract 350 in-person in 2021 plus virtual participants, of which 55 are speakers, plus 20 exhibitors.
Both events have potential for growth.
Program Development Assistance (only for spring event). Call for Abstracts Opens July 1; Call due October 1. Set-up the Call for Abstracts in Cadmium; monitor to ensure all are completed and submitted; setup Reviewers in Cadmium and assist in confirming program participants.
Speaker Management – assist with managing speaker selection and confirmation (done for 2022 spring event). Ensure all speakers have registered at their specified rate, email to their session group with instructions, have bio, photo (if desired), uploaded slides if needed, etc. Program and/or Speaker Changes – ensure updated in Cadmium and Cvent and communicated to A/V.
Participate in committee calls (two for spring event; 5 for July event)
Set-up Registration - Setup in Cvent (spring event opens November 1; July event on Feb 1). Registration is currently planned to be handled in-house.
AV Company Selection Assistance and Coordination. Includes helping to assist in selection and negotiation, and coordinate with A/V company on google docs or other for run of show and ensure tech and virtual platform is seamlessly coordinated with speakers.
Exhibit Company Selection Assistance and Coordination – Assist with RFP for exhibitor companies and coordinate with selected exhibit company on layout and coordination.
Field Trips - Assist with selection for Field Trips, with selection for DMC//Transportation company, and coordination with selected field trip hosts and DMC on all details. (Spring event offers 4 to 5 field trips; July event one field trip).
Hotel / Convention Center / Facility - Assist with monitoring room block (check reservations list to ensure speakers, sponsors, steering committee members have reservations; check govt rooms under govt block; make special room requests, corrections. Assist with F&B, BEOs, and oversee all details onsite.
Site Selection - Assist with site selection as needed.
Please address the following qualifications:
Experience in Cadmium, Cvent, Microsoft suite of services, Zoom.
Experience in other event platforms a plus.
Hybrid, In-person and Virtual events experience
3+ years’ experience in meeting planning that includes program development, speaker management and event logistics.
Experience and interest in environmental solutions and markets is a plus.
Flexible in either part-time and/or building to full-time should that be required.
Team player and self-starter.
Organized, Articulate, Excels at meeting deadlines and goals.
JT&A, inc. is a small and woman-owned business established in 1984 with its headquarters in Herndon, Virginia and satellite offices in Atlanta and Indianapolis.
We are well-known for our balanced approach to connecting, convening and educating, with our primary focus on the environment. JT&A consist of two distinct business units – one that convenes and connects diverse decisionmakers and one that educates across cultures and borders with its popular and patented EnviroScape® models.