Meeting Planner

Captive Resources, LLC; Itasca (IL); On-site; USD 55,000 - 70,000; Full time

Job summary

Captive Resources, LLC is seeking a Meeting Planner to support meeting and event planning, coordinate board meetings and workshops, and oversee program details from venue selection to attendee materials.

The role requires a Bachelor's degree and at least three years in event planning or hospitality, with strong vendor relationships and excellent communication. Travel up to 15–20 trips annually is expected.

Qualifications

• Bachelor’s degree or equivalent in a related discipline.
• At least three years of experience in Event Planning or similar vocation.
• Experience in meeting, hospitality or service industry.

Responsibilities

• Daily meeting and event planning; coordinate board meetings and workshops; manage program details such as venues, registrations, and materials.
• Stay informed on Travel Industry and Government regulations; coordinate with authorities and airlines to ensure legal compliance and smooth travel.
• Negotiate contracts, review RFPs, and draft proposals for future sites.
• Site inspections and managing billing/attrition in collaboration with hotels and travel vendors.
• Develop function sheets, schedules, and board books; prepare brochures; monitor room blocks and counts.

Skills

Team attitude

Independent worker

Interpersonal skills

Maturity

Vendor relationships

Negotiation

Communication

Organization & planning

Analytical problem solving

Customer orientation

Company values

Budgeting

Microsoft Word

Microsoft Excel

Education

Bachelor’s Degree or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

SUMMARY

The Meeting Planner will support meeting and event planning, assists in the daily coordination of board meetings and workshops; facilitates all aspects of program details.

ESSENTIAL EDUCATION AND EXPERIENCE

Bachelor’s Degree or equivalency in a related discipline and at least three (3) years of experience in Event Planning or similar vocation. Should have proven experience within the meeting, hospitality or service industry.

SKILLS / COMPETENCIES REQUIREMENTS

• Strong Team Attitude
• Works well independently and in a team environment
• Interpersonal skills
• Maturity
• Established vendor relationships relative to the industry
• Demonstrates effective negotiation and closing techniques
• Excellent written and verbal communication skills
• Organizational, planning, and prioritization skills
• Strong analytical, problem solving, and judgment skills
• Strong customer orientation
• Commitment to company values
• E xperience with budgeting processes
• P roficient in Microsoft Office, including Word & Excel
• Willingness and ability to travel (approx. 15-20 times a year)

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Daily meeting and event planning, assists in the daily coordination of board meetings and workshops; facilitates all aspects of program details such as arranging off-site venues, researching future meetings sites and working with hotel properties from the contract stage thru fruition of program, the coordination of attendee registration, program materials and the execution of the program.
• Stay abreast of Travel Industry and Government regulations. Work with authorities, governments, airlines to stay aware of and ensure we are acting in a legal and reasonable manner. Make sure there are no issues that will affect meetings or members’ travel.
• Securing, reviewing, writing, negotiating contracts
• Sending RFP’s and drafting proposals for future site options
• Site inspections
• Work with hotels on attrition and other billing issues
• Building/maintaining relationships with hotels, airlines, restaurants, DMC’s and travel vendors
• Creating function sheets, schedules for Board books, finalizing billing
• Creation & review of brochures
• Review of room blocks and notifying appropriate colleagues of current counts or attrition possibilities
• Perform other related duties incidental to the work described herein

PRIORITIES

Customer Service/Relationships, Vendor Relationships, Program Event Planning and Oversight, Positive Team Attitude

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.