Conference Planner

Job Summary

The Scientific Consulting Group, Inc. (SCG) is seeking an experienced conference planner to lead the planning and execution of virtual, hybrid and in-person meeting and events. The ideal candidate is highly organized, detail-oriented, responsive, and able to independently manage multiple events, deadlines, and client priorities. This is a hybrid position that requires regular on-site work in the Washington, DC area as well as travel to event locations as needed.

Duties & Responsibilities

• Lead all phases of meeting and event planning and execution, including project schedules, budgets, travel and lodging, vendor coordination, on-site execution, and post-event closeout.
• Develop and maintain detailed event-specific project plans, timelines, task lists, and milestone schedules.
• Serve as the primary point of contact for clients, meeting participants, speakers, venues, and vendors throughout the planning process.
• Proactively communicate project status, upcoming deadlines, potential risks, scheduling conflicts, and other issues that could affect successful event execution.
• Coordinate venue research, site selection, and site visits, as needed.
• Lead venue and vendor negotiations and prepare supplier agreements and contracts for client review and approval.
• Review banquet event orders (BEOs), venue documents, room layouts, menus, audiovisual requirements, and other event specifications for accuracy.
• Coordinate and manage participant and speaker travel, lodging, and other logistical requirements.
• Oversee venue and vendor activities on-site and troubleshoot logistical issues during events.
• Plan, host, and support virtual and hybrid meetings using platforms such as Zoom and Webex, including providing technical support as needed.
• Assist with the development, testing, and management of event registration websites and registration processes.
• Develop participant and speaker communications for internal and client review and approval.
• Coordinate with speakers to obtain required information, presentations, audiovisual needs, and other materials by established deadlines.
• Review, format, organize, and load presentations and other materials for use during events.
• Collaborate with clients and internal teams to develop agendas, meeting materials, signage, participant materials, and other event-related products.
• Conduct quality-control reviews of event materials and logistical details prior to distribution or implementation.
• Provide clients and internal project teams with regular and timely updates on planning activities, deliverables, deadlines, and outstanding items.
• Complete post-event activities, including participant communications, surveys, vendor reconciliation, and other closeout tasks.

Identify potential planning or logistical issues early and develop solutions to minimize risk to event readiness and execution.

Skills & Requirements

• Demonstrated ability to independently plan and execute virtual, hybrid, and in-person meetings and events.
• Ability to manage multiple concurrent events, competing priorities, and deadlines while maintaining a high level of accuracy and organization.
• Strong attention to detail and demonstrated commitment to quality control.
• Excellent organizational, time-management, and problem-solving skills.
• Strong written and verbal communication skills, including demonstrated responsiveness and proactive communication with clients and project teams.
• Ability to anticipate potential issues, communicate risks promptly, and recommend appropriate solutions.
• Ability to work independently while collaborating effectively with clients, colleagues, vendors, speakers, and other stakeholders.
• Ability to work effectively under short timelines and adapt to changing priorities and event requirements.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Proficiency with virtual meeting platforms such as Zoom, Teams, and Webex.
• Ability to provide on-site support for meetings and events in the Washington, DC metropolitan area.
• Ability and willingness to travel as required for meetings and events.

Education & Experience

• Bachelor’s degree in hospitality management, business, marketing, public relations, communications, or a related field preferred.
• Minimum of 5 years of professional meeting, conference, or event planning experience required.
• Experience planning meetings and events for federal government clients is preferred.
• CMP, CGMP, DES, CEM, or other relevant professional certification desired.
• Knowledge of government event planning is a plus.

SCG offers a competitive compensation and benefits package.

Interested candidates should submit a resume and cover letter for consideration to [email protected].

SCG is committed to the principle of equal employment opportunity for all applicants and employees and to providing a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements, qualifications, and merit without regard to any status protected by laws and regulations.