Sr Conference & Meeting Planner

Date: May 13, 2023

Location: Washington, DC, US, 20036

Company: American Chemical Society

Position Responsibilities:
Coordinate all aspects of the logistics of meeting planning including:

  • Creates event specs to include detailed set-up requirements
  • Accurately communicate requirements to clients, venues and vendors
  • Creates and tracks vendor RFP and venue process, negotiation and contracting and provides recommendations to supervisors to clients
  • Coordinates and tracks event registration and registration form creation
  • Reviews and approves BEO’s, flow sheets, and function orders with venues and vendors
  • Provides onsite staffing and logistical management
  • Creates detailed update and post-event reports for clients
  • Provides housing management including;
    • Creating and managing VIP and staff housing lists
    • Monitoring hotel pick-up weekly and providing solutions for contractual line items
  • Creates meeting production timelines for each meeting planned and acts as the project manager for most meetings to ensure the full team is completing all items on the production timeline
  • Assists and/or leads the planning of multiple meetings simultaneously
  • Reviews conference marketing materials including correspondence, program book, mobile app, and website pages
  • Creates and coordinates financial management including:
    • Drafting and finalizing event budgets
    • Tracking actual spend against budgeted expenses;
    • Collecting registration, sponsorship income and exhibit fees
    • Reconciling and process all meeting invoices
  • Liaison with ACS internal survey department to create post-meeting attendee survey
  • Provide timely, outstanding customer service for internal and external clients
  • Respond in a timely manner to customer and registrants’ problems and inquiries
  • Perform other related duties as assigned by management
  • Travel up 25% of the year


Year one expectations:
In the first year it is expected that the position will increase production and efficiencies of the spring/fall meeting team by adding a senior meeting planner. This senior meeting planner will be able to enhance production timeline processes, manage multiple vendor contracts and relationships and continue the outstanding customer service as part of the DMES team.


Required Skills and Education 

  • Provide timely, outstanding customer service for internal and external clients
  • Respond in a timely manner to customer and registrants’ problems and inquiries
  • Typically requires a minimum of 8 years of related experience with a Bachelor’s degree; or 6 years and a Master’s degree; or a PhD with 3 years of experience; or equivalent work experience.


This position will be primarily based in the Washington D.C. office. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement. ACS offers relocation assistance, if applicable.



Nearest Major Market: Washington DC