Convention & Meeting Planner

The American Legion; Indianapolis (IN); On-site; USD 65,000 - 90,000; Full time

Job summary

The American Legion in Indianapolis seeks a seasoned Convention & Meetings Planner to lead national conventions, conferences, and special events from planning through post-event evaluation.

You will manage venues, hotels, vendors, travel, budgets, contracts, and logistics, serving as the liaison with internal and external stakeholders in a fast-paced environment.

Qualifications

• College degree preferred, equivalent experience acceptable.
• CMP certification preferred.
• Experience in convention planning or events is highly valued.

Responsibilities

• Plan, coordinate, and execute national conventions, conferences, meetings and special events from start to finish.
• Develop event timelines, schedules, meeting specs and operational plans.
• Coordinate meeting space, room setups, sessions, receptions, and exhibits.
• Manage logistics: A/V, transportation, travel, registration, on-site operations.
• Negotiate and administer contracts with hotels, venues, vendors, and service partners.
• Evaluate contract terms, pricing, deposits, and cancellation clauses for risks and compliance.
• Coordinate hotel blocks, housing, and convention center requirements.
• Support site selection, inspections, and venue evaluations.
• Develop RFPs, evaluate proposals, coordinate vendor services, monitor performance.
• Coordinate travel and accommodations for executives and distinguished guests with confidentiality.

Skills

Airline reservations

MS Office

Accounting

Communication skills

Audio-visual logistics

Contract negotiation

Multitasking under pressure

Knowledge of The American Legion

Education

College degree

CMP certification

Tools

Concur

GDS

Job description

The Convention & Meetings Planner manages the planning and execution of The American Legion's national meetings, conventions, conferences, and special events. Responsibilities include coordinating venues, hotels, vendors, travel, budgets, contracts, logistics, and on-site operations while serving as a liaison with internal and external stakeholders. The role requires strong project management, organization, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced event environment.

ESSENTIAL FUNCTIONS:

• Plan, coordinate, and execute national conventions, conferences, meetings, receptions, seminars, and special events from initial planning through post-event evaluation.
• Develop and maintain event timelines, schedules, meeting specifications, event orders, and operational plans.
• Coordinate meeting space, room assignments, room setups, general sessions, receptions, exhibits, and ancillary event functions.
• Manage event logistics, including audio-visual services, transportation, travel arrangements, registration, and on-site operations.
• Review, negotiate, and administer contracts with hotels, convention centers, vendors, transportation providers, audio-visual companies, and other service partners.
• Evaluate contract terms, pricing, concessions, cancellation clauses, deposits, and operational requirements while identifying potential risks and compliance issues.
• Coordinate hotel accommodations, room blocks, housing reservations, and convention center requirements for assigned events.
• Support site selection activities, conduct site inspections, and evaluate convention destinations, facilities, accommodations, and transportation infrastructure.
• Develop and manage Requests for Proposals (RFPs), evaluate vendor proposals, coordinate vendor services, and monitor vendor performance.
• Coordinate executive and Distinguished Guest travel, accommodations, transportation, and meeting requirements while maintaining confidentiality.
• Provide on-site leadership and operational support during conventions and major meetings, including coordination of staff, volunteers, vendors, and service providers.
• Monitor event budgets, expenditures, invoices, expense reports, purchase orders, and financial documentation to ensure compliance with organizational policies.
• Prepare correspondence, reports, schedules, presentations, meeting materials, and other event-related documentation.
• Coordinate procurement and distribution of meeting materials, registration supplies, badges, lanyards, attendee materials, and event resources.
• Maintain accurate records, contracts, travel documentation, financial reports, and event files.
• Collaborate with internal divisions, executives, volunteers, and external stakeholders to ensure successful event execution.
• Build and maintain strong relationships with hotels, convention centers, destination marketing organizations, Convention Corporations, transportation providers, vendors, contractors, and service partners.
• Anticipate operational challenges, troubleshoot issues, and implement solutions to ensure seamless meeting and event delivery.
• Represent The American Legion with professionalism, discretion, and exceptional customer service.
• Support special projects, organizational initiatives, and other duties as assigned by the Director, National Convention & Meetings.

REPORTING RELATIONSHIP (reports directly to): Director

MINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS (Select only one under each category):

Education/Technical Knowledge:

• College degree preferred but not required; equivalent professional experience may substitute for formal education.
• CMP certification preferred.

Additional Skills Needed:

• 1. Familiarity with airlines and reservation processes, Concur and the GDS.
• 2. Knowledge of all Microsoft programs, Microsoft Excel, Access and other housing reservation programs essential.
• 3. Accounting experience.
• 4. Strong communication skills are essential for working with the National Commander, the Division Directors, call-ins and employees.
• 5. Understanding of audio-visual aspects and logistics.
• 6. Strong written and verbal communication skills are required for the negotiation of contracts.
• 7. Able to multi-task, handle stress under pressure, and flexible enough to react to changes in plans.
• 8. Must be thoroughly familiar with the principles of The American Legion.

Experience:

Three years – Five years of experience in convention planning, meeting management, event planning, hospitality, travel, or a related field.