Remote Lead Conference Planner — Multi-Track

Civica Associations Conferences & Exhibitions; Centennial (CO); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Generous vacation

Flexible hours

Telecommute

Health insurance

Health Savings Account

Vision and dental coverage

Cell phone reimbursement

401(k)

Industry membership dues

Job summary

Civica Management is an association management company supporting nonprofit associations, professional societies, trade associations, and foundations. The Conference Planner will lead conferences end-to-end, from strategy and budgeting through onsite execution, financial closeout, and post-event evaluation.

This is a true soup-to-nuts role, coordinating with Civica teams, volunteers, and external partners to deliver exceptional attendee, exhibitor, sponsor, and speaker experiences.

Qualifications

• Minimum 5 years of progressive conference, convention, trade show, or meeting planning experience; association/nonprofit/AMC experience preferred.
• Demonstrated experience independently leading complex, multi-day conferences from planning through onsite execution and closeout.
• Strong knowledge of hotel operations, event contracting, food & beverage, AV/production, room blocks, vendor management, and onsite logistics.
• Experience with registration, speakers/programming, exhibits, sponsorship fulfillment, and event technology.
• Exceptional project management skills and ability to manage multiple clients, conferences, priorities, and deadlines.

Responsibilities

• Lead association conferences, meetings, trade shows, and special events from planning through onsite execution, reconciliation, and debrief.
• Build and manage project plans, critical paths, production schedules, and decision calendars.
• Translate association goals, committee priorities, and budgets into actionable conference plans.
• Lead planning meetings with clients, volunteers, Civica teams, and external partners; document decisions, owners, and deadlines.
• Maintain visibility across event workstreams and ensure deliverables stay on track.
• Anticipate challenges and develop contingency plans for operational and financial risks.
• Identify opportunities to improve conference services, systems, and experiences.
• Support venue sourcing, RFP development, site selection, site visits, and contract negotiation.
• Manage hotel and venue relationships, including room blocks, concessions, meeting space, F&B, service requirements, and master accounts.
• Source, negotiate with, and manage vendors including AV, catering, decor, transportation, security, internet, registration tech, signage, photography, shipping.

Skills

Ownership & Accountability

Big-Picture + Detail Orientation

Client Leadership

Prioritization

Financial Acumen

Calm Execution

Collaboration & Delegation

Education

Bachelor's degree or equivalent

CMP/CAE/DES or similar credential is a plus

Tools

AMS platforms

Project-management systems

Microsoft 365

Job description

Civica Management is an association management company supporting nonprofit associations, professional societies, trade associations, and foundations. The Conference Planner will lead conferences end-to-end, from strategy and budgeting through onsite execution, financial closeout, and post-event evaluation.

This is a true soup-to-nuts role, coordinating with Civica teams, volunteers, and external partners to deliver exceptional attendee, exhibitor, sponsor, and speaker experiences.