Meeting Event Planner

24 Seven Talent; Golden Valley (MN); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

PTO

401K match

Job summary

24 Seven Talent is seeking a Meeting Planner – Medical Affairs in Minnesota for a contract role with potential long-term conversion. You will manage logistics for medical education meetings, advisory boards, trainings, and internal events, partnering with Medical Affairs to support content development and vendor relationships.

This is ideal for an early-career planner aiming to build expertise in venue sourcing, contracting, budgeting, and operations while standardizing processes across the

Qualifications

• 1–3+ years of hands-on meeting planning and event logistics experience.
• Experience planning meetings and events, not just attending.
• Foundational understanding of audiovisual requirements and terminology.
• Experience working with hotels, venues, caterers, AV providers, or vendors.
• Experience with venue sourcing and contract negotiations.
• Ability to manage budgets and review invoices.

Responsibilities

• Plan and coordinate logistics for medical education meetings, advisory boards, trainings, internal meetings, and related programs.
• Manage venue sourcing in partnership with the organization’s venue sourcing partner.
• Coordinate hotel space, sleeping room blocks, layouts, and attendee needs.
• Oversee audiovisual, food and beverage, signage, materials, and shipping.
• Develop timelines, checklists, and meeting documentation; serve as main liaison.
• Negotiate pricing, concessions, and terms; manage contracts and deposits.
• Identify opportunities to consolidate meetings and improve purchasing power.

Skills

Meeting planning

Vendor management

Budgeting

Contract negotiations

Venue sourcing

Event operations

Communication

Job description

Employment Type: Contract with potential for long-term conversion

Work Arrangement: Primarily onsite Monday–Thursday, remote Friday

Pay: $30-$35/hr with full benefits (health, dental, vision, PTO, 401K match)

About the Opportunity

We are seeking a Meeting Planner – Medical Affairs to join the growing meetings and events function of an innovative medical device company.

This is an exciting opportunity for an early-career meeting planner who wants to build deeper experience in medical education, corporate meetings, venue sourcing, vendor management, contracting, budgeting, and event operations.

You’ll partner closely with Medical Affairs and Medical Education teams to take ownership of the logistical side of meetings and programs—allowing internal teams to focus on developing meaningful educational content and engaging healthcare professionals.

Beyond executing meetings, you’ll also have an opportunity to help centralize and standardize how meetings are planned across the organization, creating more consistent processes, stronger vendor partnerships, and better purchasing leverage as the company continues to grow.

What You’ll Do

Meeting Planning & Logistics

• Plan and coordinate logistics for medical education meetings, advisory boards, trainings, internal meetings, and related programs.
• Manage venue sourcing in partnership with the organization’s venue sourcing partner.
• Coordinate hotel and meeting space requirements, including sleeping room blocks, meeting rooms, room sets, layouts, and attendee needs.
• Manage audiovisual requirements, food and beverage, signage, materials, shipping, and other event logistics.
• Develop detailed planning timelines, checklists, specifications, and meeting documentation.
• Serve as a central point of contact for meeting logistics from initial request through event handoff and closeout.
• Ensure meeting details are fully prepared before handing execution to onsite program leads.
• Build and manage relationships with hotels, AV providers, venues, and other event partners.
• Request and evaluate proposals based on cost, service, availability, and program requirements.
• Support negotiations around pricing, concessions, terms, and deliverables.
• Coordinate contracts, deposits, cancellation terms, deadlines, and vendor commitments.
• Identify opportunities to consolidate meetings and vendor relationships to strengthen purchasing power and create efficiencies.

Budget Management

• Develop and maintain budgets for individual meetings and programs.
• Track projected costs, committed expenses, invoices, and final actuals.
• Monitor spending across venue, food and beverage, AV, and other event categories.
• Proactively identify budget risks, savings opportunities, or unexpected expenses.
• Review vendor invoices and support reconciliation and event closeout.

Conference & Event Operations Support

• Support conference logistics such as electrical, internet, lead retrieval, cleaning, material handling, flooring, and other show services.
• Coordinate ordering deadlines, specifications, confirmations, and event requirements.
• Partner with internal conference and program leads to ensure logistics are complete and ready for execution.
• Occasionally assist with local programs or events to gain additional exposure to onsite execution.

What We’re Looking For

• 1–3+ years of hands-on meeting planning, event logistics, hospitality, venue sourcing, or related experience.
• Experience actually planning meetings and events, rather than solely attending or staffing events.
• Working knowledge of common meeting terminology and room configurations, such as:
• Reception
• Classroom
• Conference
• Foundational understanding of audiovisual requirements and terminology.
• Experience working directly with hotels, venues, caterers, AV providers, or other event vendors.
• Experience supporting venue sourcing and contract negotiations.
• Experience managing food and beverage, room sets, timelines, and event logistics.
• Comfort developing and maintaining event budgets and reviewing invoices.
• Exceptional attention to detail and follow-through.
• Strong organizational and project management skills.
• Ability to manage multiple meetings and competing deadlines simultaneously.
• Strong communication and relationship-building skills.
• Ability to remain calm, flexible, and solutions-oriented when plans change.
• A positive attitude, curiosity, and willingness to learn.

Nice to Have

• Experience planning meetings in medical device, healthcare, pharmaceutical, life sciences, or another regulated industry.
• Experience supporting medical education programs, advisory boards, investigator meetings, or clinician-facing events.
• Experience with conference or trade show logistics.
• CMP, CMM, or similar meeting-industry certification is a plus, but not required.

Candidates coming from hospitality, experiential events, or even wedding planning backgrounds may also be considered if they bring strong hands-on vendor, venue, contracting, and logistical experience.

Why This Opportunity?

This is a unique opportunity to join a growing medical device organization and develop your career alongside an experienced meeting planning leader.

The organization is expanding its medical education programming and broader meeting and conference activity, creating the need for a dedicated professional who can bring greater structure and consistency to how these programs are planned.

You'll have the opportunity to:

• Build hands-on experience in Medical Affairs and medical education meetings
• Develop deeper expertise in vendor and hotel negotiations
• Own meetings from initial request through closeout
• Help create new meeting planning processes and standards
• Work closely with experienced meeting and event professionals
• Gain exposure to a growing medical device organization
• Make a visible impact as the meetings function continues to evolve

This position is ideal for someone who already understands the fundamentals of meeting planning but is looking for an opportunity to learn, grow, take greater ownership, and build a long‑term career in corporate and healthcare meetings.

• Schedule: Full-time
• Work Arrangement: Primarily onsite Monday–Thursday with remote Fridays; some flexibility may be available for the right candidate
• Contract: Initial contract opportunity with the potential to convert to a full-time position in 2027
• Travel: Minimal; this role is primarily focused on planning and logistics rather than traveling to execute every meeting
• Occasional availability outside standard business hours may be needed for true event‑related issues or emergencies.