Address
Form of workAbout CHEST
The American College of Chest Physicians (CHEST) is the leading professional association for more than 20,000 pulmonary, critical care, and sleep medicine professionals seeking the best in clinical education and a connection to the worldwide chest medicine community. We advance the best health outcomes for patients through education, advocacy, research, and philanthropy.
- Our mission is to champion the prevention, diagnosis, and treatment of chest diseases through education, communication, and research.
- Our vision is to be the global leader in advancing the best patient outcomes through innovative chest medicine education, clinical research, and team-based care.
Meeting Planner
Location: United States, Glenview, Hybrid
Team: Education
Reports to: Director, Meetings and Events
Exempt/Full-time/Grade: 4
About the role:
An integral part of the CHEST meetings team responsible for various logistics of all CHEST events including Annual Meeting, Board Review, and pop-up meetings. Strategically oversee all exhibit hall logistics (including concessions, structures, electrical, audiovisual, and other logistical components) and all structures/signage throughout the Annual Meeting. Collaborate with CHEST staff and General Service Contractor to arrange shipping for annual meeting. Assist with coordinating logistics for CHEST Training Center courses and events in addition to being onsite support throughout the year.
Essential Functions/Responsibilities:
- Demonstrate a passion for crushing lung disease and embody CHEST values: honor the team, lead with integrity, leverage passion, cultivate innovation, and have serious fun.
General Service Contractor (GSC) Contact/Structures/Exhibit Hall
1. Main liaison to General Services contractor for CHEST annual meeting and Board Review.
2. Responsible for logistics planning and execution of all elements within the CHEST annual meeting exhibit hall (300,000 net square feet), including structured, concessions, posters, CHEST educational games, Experience CHEST, etc. This includes audiovisual, electric, internet, and food and beverage planning.
3. Responsible for the development and execution of all structures related to the CHEST Annual Meeting and Board Review. Work closely with various staff throughout the organization to obtain their vision/needs/budget and then work with GSC to develop those structures.
4. Develop CHEST annual meeting Simulation Center floorplan and all GSC, audiovisual and electric needs with Simulation Team and General Service Contractor.
5. Coordinating and ordering all signage for the CHEST annual meeting and Board Review. Review past signage, determine signage needs based on schedule, coordinate onsite signage delivery schedule, and reconcile invoicing with various internal budgets.
6. Develop wayfinding structures/signage for the CHEST annual meeting and Board Review.
Electrical
1. Manage electrical needs for CHEST Annual Meeting and Board Review.
2. Determine on-site electrical needs from internal stakeholders and develop RFP (if appropriate) to determine appropriate vendor and then arrange electrical needs within budget constraints.
3. Ensure onsite that electrical needs are placed correctly and work with the electrical company for any pop-up needs
Shipping Management
1. Manage shipping process for CHEST annual meeting and Board Review.
2. Coordinate shipping arrangements with GSC and internal staff and communicate shipping plans to the Core Team/Staff Team.
3. Work with a point of contact from each department/area to coordinate shipping.
4. Work with staff and GSC/Shipping company on site to unpack and repack.
5. Oversee logistics and implementation of CHEST Annual Meeting 5K Run/Walk, working with internal stakeholders and external vendors.
Other Functions/Responsibilities
1. Site selection, contracting, and logistics for assigned off-site receptions/dinners at CHEST annual meeting as well as local leadership meetings and ad-hoc events.
2. Work with various staff to assist in developing the budget line items for areas of responsibility for the CHEST annual meeting budget and Board Review budget.
3. Assist on-site at CHEST training center as assigned
4. Other meeting planning duties and ad-hoc projects/meetings as assigned.
Required Qualifications and Competencies:
1. 4 years of college with specialized courses in hotel and/or meeting management, or commensurate work experience
2. Excellent verbal and written communication skills
3. Excellent interpersonal and customer service skills
4. Demonstrated ability to think strategically about meeting logistics as well as the overall attendee experience.
5. Demonstrated ability to work independently as well as in a team environment
6. Strong organizational and prioritization skills to meet strict deadlines
7. Attention to detail
8. Familiarity with event contracting and event food and beverage planning
9. Proficiency in Internet and Mac- and/or PC-based computer applications
including Word, Excel, PowerPoint, FileMaker Pro, or comparable programs
10. Demonstrated ability to coordinate multiple tasks simultaneously while maintaining a customer service-friendly attitude and perspective
11. Ability to accommodate approximately 15% of travel
12. Ability to lift and move food and beverage inventory items weighing up to 25 pounds as needed
13. Ability to work weekends, flexible hours, and extended hours
Preferred Qualifications and Competencies
1. College degree in hotel and/or meeting management or related field
2. 3-6 years experience of meeting planning in an association
3. Project management background
Benefits
- While we offer benefits that you’d expect from any forward-thinking, progressive organization, we offer a lot of extras too, including the standardization of a hybrid working environment. From tuition reimbursement to parental leave, we offer the benefits that you want most.
- Health and Wellness
- Medical, dental, and vision insurance*; flexible spending account*; long- term and short-term disability insurance; life/AD&D insurance
- Work/life Balance
- 37.5-hour work week with flexible start times; Paid Time Off; Paid parental leave; Hybrid work environment; Paid holidays
- Giving and sharing
- 401(k) with matching contribution from CHEST*; Health club and fitness reimbursement; Employee counseling program; Reimbursement for professional memberships; Tuition Reimbursement
- Office perks
- Lunch & Learns; Annual Health Fair; Professional development courses; Volunteering opportunities; Annual Holiday Party; In-office “Busy Breaks”
- Health and Wellness
Additional Information
The annual base salary range for this position is USD $69,000 - $74,000. This pay range represents base pay only and excludes any additional items such as incentives, bonuses, or other items. CHEST considers factors such as, but not limited to, the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, and market and organizational considerations when extending an offer.
CHEST is proud to be an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws.
At CHEST, our employees come from different backgrounds with various lived experiences and dynamic strengths. We strive to continuously improve our way of working to reflect our commitment to inclusion and equity and build a workforce that reflects the communities that we serve. And that means we need you! Your experiences may only perfectly align with some qualifications listed in the job description. But if you are excited by this position, we highly encourage you to consider still applying. You may be just the right candidate to help us with our mission to improve patient care!
This description was designed as a convenience to acquaint employees and managers with the essential elements of the position. It is solely to summarize basic duties, and it is not intended to be a contract or guarantee of employment or any specific terms or conditions of employment.
*Participation is voluntary
