PPAI - Promotional Products Association International · 21 hours ago
Meeting Planner
Irving, TX
Full-time
Hybrid
Entry, Mid Level
2+ years expPPAI - Promotional Products Association International is seeking a Meeting Planner to support the planning, organization, and execution of the association’s annual PPAI Expo and multiple membership events throughout the year. The role requires strong attention to detail and organizational abilities to ensure seamless event execution.
AdvertisingMarketingNon Profit
Hiring Manager
Laura Rodriguez
Responsibilities
Event Logistics (25%): Manage meeting details, including food and beverage selections, audiovisual requirements, timelines, room diagrams, and onsite execution. Review BEOs, MEOs, and function orders with venues / vendors to ensure accuracy
The PPAI Expo Logistics (25%): Oversee meeting space assignment and allocation, ancillary space requests, and internal & external food and beverage orders. Coordinate billing, audiovisual needs, timelines, and room setups while working collaboratively to ensure seamless execution
Event Onsite Support (15%): Oversee setup and breakdown of events, ensuring all logistical components- such as AV, food and beverage, room sets, and venue logistics- are executed as planned
Expo Onsite Support (15%): Oversee onsite logistics, ensuring seamless execution across key meeting spaces, including but not limited to General Session, Breakout Rooms, Show Floor food and beverage activations, and internal functions. Maintain visibility throughout external meeting spaces, proactively addressing logistical challenges. Manage and guide 1-2 temporary meeting planners, ensuring all onsite coordination follows established plans
Budget and Invoicing (5%): Assist in budget development and expense tracking, ensuring all costs are property reconciled and aligned with financial objectives
Milestone & Timeline Management (5%): Maintain and track critical deadlines to ensure all key event milestones are met
Other Duties as Directed (5%): Participate in miscellaneous projects and assignments that support the Expositions & Events team
Qualification
Required
2+ years of experience in event management
Exceptional Organizational & Time Management: Ability to multitask, prioritize effectively, and meet tight deadlines
Attention to Detail & Adaptability: High attention to detail, problem-solving, and flexibility to handling onsite changes
Effective Conflict Resolution & Problem Solving: Skilled in negotiation skill and strategic thinking to tackle challenges and resolve conflict efficiently
Microsoft Office Suite Proficiency: Expertise in Outlook, Word, Teams, Excel, and PowerPoint
Financial Management: Ability to budget, track expenses, and ensure cost-effective event execution
Professional Customer Service: Maintain professionalism, communicate effectively in high-pressure situations
Independent and Proactive Work Style: Able to manage tasks efficiently, complete projects, and identify opportunities for process improvements
Clear & Effective Communication: Comfortable working with both internal teams and external partners to ensure smooth coordination
Team-Oriented & Composed Under Pressure: Works well in a collaborative environment and remains steady in fast-paced situation
Flexible & Adaptable Approach: Maintains a positive attitude and adjusts effectively to changing needs
Manual Labor & Heavy Lifting: Involves lifting, carrying, and positioning event equipment and materials
Frequent Walking & Active Movement: Extensive on-foot travel throughout event spaces to oversee setup and logistics
Dynamic Physical Tasks: Requires pushing, pulling, bending, and stooping to assist with setup and adjustments
Prolonged Standing & Sitting: Alternates between stationary and active roles depending on event needs
Endurance & Stamina: Long work hours, extended workweeks, and high-energy demands, especially during peak event periods
Must be able to travel, work weekends, and long hours as event scheduling may require
Company
PPAI - Promotional Products Association International
Our mission is to empower and support professionals in the promotional products industry as they pursue personal and business growth.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Dale Denham
President & CEO
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