The Association for association professionals in Chicagoland
Posted: 04-May-26
Location: Remote
Type: Contract
Categories:
Salary Details:
Preferred Education:
Additional Information:
Overview
SETC seeks a Contract Convention Meeting Planner to lead logistical planning and execution of its 2027 Annual Convention, March 3–6, 2027 in Lexington.
See an example of the 2026 Convention schedule here.
This multi-day convention serves approximately 4,000+ attendees and includes exhibitions, auditions, performances, and professional development programming across multiple venues, including Central Bank Center and Lexington Opera House. This is a contract, project-based role beginning in 2026, with full on-site presence required from March 1-7 2027. Strong performance may lead to an ongoing annual planning partnership.
Scope of Work
Program Planning & Scheduling
- Develop and maintain the full convention schedule
- Manage room assignments and space utilization
- Build and maintain a comprehensive run of show (load-in through load-out)
- Manage schedule updates within the convention app
- Coordinate with staff to confirm session logistics
Logistics & Operations
- Coordinate with venues and vendors on room setups, AV, BEOS, and event needs
- Manage AV and service contractor relationships
- Oversee accessibility planning and staffing coordination
- Lead on-site execution and real-time problem solving
Budget & Administration
- Track expenses and support budget adherence
- Assist with invoice processing, reconciliation, and post-event reporting
- Identify opportunities to improve systems and efficiency
2–5 years managing events or 5–10 years supporting events
Experience supporting or planning association conferences, festivals, events, or trade shows
Experience with events serving 1,000+ attendees is ideal
Direct experience with multi-day, multi-room event execution
Ability to manage timelines, vendors, and complex logistics independently
Must be able to contract to work in the United States, and be comfortable working in a resource conscious non-profit environment.
