Job Description: Freelance Event and Meeting Planner

Company: Celtic Associations

Location: Remote/Freelance (with travel as needed)

About Us: Celtic Associations provides exceptional event planning and management services for our association clients. Our clients host annual conferences across the United States, ranging from 100 to 1,000 attendees. We are seeking a highly skilled and motivated Freelance Event and Meeting Planner to join our team and ensure the success of these events.

Position Overview: The Freelance Event and Meeting Planner will be responsible for the end-to-end planning and execution of conferences for our association clients. This role requires expertise in scoping locations, selecting hotels, managing event details, and negotiating with vendors to deliver outstanding experiences for attendees.

Key Responsibilities:

Event Planning: Collaborate with association clients to understand their event objectives, requirements, and budgets.
Location Scouting: Research and recommend suitable locations for conferences, taking into account attendee demographics and client preferences.
Venue Selection: Identify and negotiate with hotels and event venues to secure optimal arrangements for accommodations, meeting spaces, and other facilities.
Vendor Management: Liaise with various vendors, including caterers, AV providers, decorators, and transportation services to ensure seamless event execution.
Contract Negotiations: Negotiate contracts with venues and vendors to achieve favorable terms and conditions, ensuring cost-effective solutions without compromising quality.
Budget Management: Develop and manage event budgets, tracking expenses and ensuring all financial aspects are aligned with client expectations.
Logistics Coordination: Oversee all logistical aspects of the event, including registration, attendee communications, on-site management, and post-event follow-up.
Problem Solving: Address any issues or challenges that arise during the planning and execution of events, ensuring minimal disruption and maximum attendee satisfaction.
Client Communication: Maintain regular and transparent communication with association clients, providing updates and seeking approvals as needed.

Qualifications:

Proven experience as an Event and Meeting Planner, preferably with a focus on association conferences. CMP preferred, but not mandatory.
Strong understanding of event planning processes, including location scouting, vendor management, and contract negotiations.
Excellent negotiation skills with a track record of securing favorable terms and conditions.
Exceptional organizational skills with the ability to manage multiple events simultaneously.
Strong interpersonal and communication skills, capable of working effectively with clients, vendors, and team members.
Proficiency in event management software and tools.
Flexibility to travel as required for site visits and on-site event management.
Ability to work independently and deliver high-quality results within deadlines.

How to Apply: Interested candidates are invited to submit their resume, portfolio of past events, and a brief cover letter outlining their relevant experience and why they are a good fit for this role.

Join Our Team: At Celtic Associations, we pride ourselves on delivering memorable and impactful events for our clients. If you are a passionate and experienced Event and Meeting Planner looking for a freelance opportunity with a dynamic team, we would love to hear from you. Apply today and be part of our success story!

Celtic Chicago Inc

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Freelance Event and Meeting Planner