Meeting & Events Planner

Job Description

Job Description

About The Institutes

Located in beautiful Malvern, Pennsylvania, The Institutes® are a not-for-profit comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units, people and organizations are empowered to help those in need with a focus on understanding, predicting, and preventing losses to create a more resilient world.

Additionally, we understand the importance of work-life balance—in 2025 Philly.com named us a Top Workplace for the tenth year and USA Today named us a USA Top Workplace for the third year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.

Meeting and Events Planner

The Meetings and Events Planner is responsible for assisting the Meeting Managers with managing all essential aspects pre, on-site and post planning for all meetings/events in addition to the ownership of all speaker management and smaller Enterprise-wide meetings and events. The Meetings and Events Planner will act as the point of contact for internal and external customers when the Meeting Managers are travelling.

What You’ll Do:

1. Develop and implement detailed smaller program needs in conjunction with a Meeting Manager (including but not limited to room set-up, function times, audio visual, menu selections, on-site/off site events, DMC operations, special events, ground transfers, room deliveries and VIP needs).
2. Provide on-site program assistance in conjunction with a Meeting Manager (i.e. attend pre-con, advance all functions, verify room set-ups, review banquet checks. Speaker management and assist with VIP needs).
3. Direct responsibility in collaboration with Meeting Manager for event development, planning, and execution of all assigned initiatives and projects from the point of venue selection to post event recap and bill reconciliation.
4. Ensure seamless set up and execution of online registration.
5. Liaise with third party online registration vendor for any updates, customizations, and functionality issues/errors.
6. Participate in the strategic planning process for all smaller meetings and events.
7. Proactively gather all necessary information on each project to achieve high quality of all aspects for each meeting/event.
8. Conduct, research and participate in site visits, and find resources to help staff make decisions about meeting/event locations.
9. Responsible for managing, developing, coordinating, and implementing all phases of session submission proposals, working with content team on review process of submissions and speaker communications and management.
10. Manage speaker registrations, including booking travel, processing honorariums, collecting speaker biographies and photos. Coordinate presentation editing and formatting for all event speakers.
11. Prepare budgets for all Enterprise-wide smaller meetings and events during planning and prepare final reconciliations.
12. Manage the expenditures of all meetings and events through online accounting system.
13. Participate in all internal and external team meetings.
14. Assume other duties and responsibilities not specifically outlined herein, but which are essential to the position.

What We’re Looking For:

1. Minimum of 1-3 years meeting/event planning experience
2. Contract negotiation/renegotiation skills
3. Sourcing and budgeting experience
4. Demonstrated vendor management experience including production and registration vendors
5. Demonstrated event management experience, nonprofit industry experience preferred
6. Proficiency in Microsoft Office programs

Key Competencies

1. Moderate level of understanding/knowledge of general meeting planning
2. Knowledge of submissions proposals
3. Knowledge of databases, website content management systems and event technology
4. Ability to manage multiple ongoing projects simultaneously
5. Extreme attention to detail
6. Strong customer service skills
7. Excellent communication skills, both verbal and written
8. Excellent time management, flexibility, and responsiveness when priorities shift
9. Willingness and ability to learn new technologies
10. Proven ability to organize and prioritize workload
11. Proven ability to adhere to schedules

Special Working Conditions and Physical Demands

1. Travel Required up to 30%
2. On-site strategic supervision of staff, vendors, and stakeholders to ensure maximum experience value (including knowledge transfer) for event attendees.

The Best Part? The Benefits!

To enforce the importance of work-life balance, employees enjoy excellent benefits, including:

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Tuition reimbursement
• Medical, dental, vision, and prescription coverage
• On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25-mile walking path!