109 Best event planner Jobs in Chicago, IL (September 2025)

Bostrom

Meetings Manager

17 days ago

Chicago

Job DescriptionDescription:b creative, b unique, b yourself!Our inclusive culture encourages our people to bring their authentic, whole selves towork. We respect and value the uniqueness of each member of the Bostrom team andare committed to cultivating a workplace that is welcoming to all.At Bostrom, we believe diversity drives innovation. POSITION SUMMARY Meeting Managers ensure Bostrom client satisfaction and retention by planning, developing, and executing conferences, meetings, and events for professional associations (Bostrom clients). This includes coordination of the strategic, operational and logistical activities related to the production of assigned events. Meeting Managers work with the Bostrom Meetings Team, as well as the Bostrom staff team assigned to the client and the client’s leadership team. POSITION RESPONSIBILITES Client Services • Work with the Account Executive (AE) and client team to carry out the event-related projects assigned to you to ensure that client goals, budgets, and deadlines are met., • Create events timelines and utilize project management techniques to lead team in completing assigned tasks, holding self and others accountable with follow up. Strategize and plan the scope of the event with the AE and client teams., • Lead event-related Committee or Board Meetings, including creating meeting agendas, assigning action items, and drafting minutes as needed. Make recommendations to clients when solicited and/or appropriate., • Maintain a general working knowledge of event-related client Bylaws and Policy & Procedures; work with the AE to update and revise procedures as needed., • Recognize when client associations are not achieving potential and inform/discuss with AE one or more potential internal (Bostrom) resources which may address that need., • Coordinate the operational and logistical activities related to the production of assigned client or Bostrom event, such as dates, location, food, venue contract, audio visual requirements, travel and accommodations, and other details., • Manage sponsors and exhibitors, including development of prospectus/marketing materials, recruitment/sales of sponsors and exhibitors to hit target goals, and overseeing sponsor and exhibitor fulfillment., • Create, update, and maintain client event specifications and review BEO’s to ensure accuracy., • Research and inspect venues and services to ensure they meet the event specifications; Solicit bids and RFPs for services; Recommend the best combination of quality and cost., • Communicate event logistics to all involved parties, including but not limited to the Committee, Board, attendees, speakers, VIPS, exhibitors, suppliers and hotel., • Create, update, and maintain planning tools, including but not limited to a detailed schedule of events, script, rooming lists, and staff onsite duties worksheet., • Create and send invitations; manage RSVP list., • Manage event registration and guestroom blocks for attendees, volunteer leaders and speakers as needed., • Oversee or perform event website updates as needed., • Oversee or perform conference app updates as needed., • Develop a hybrid/virtual component of a conference, as needed, including coordinating all logistics., • Responsible for researching virtual platforms and coordinating vendor selections., • Work with the Program Committee in determining the program schedule., • Determine vendor & manage abstract submission process., • Create the exhibitor & sponsorship prospectus; significantly contribute to the creation of the meeting registration/marketing brochures., • Create exhibit services kit for exhibitors with the drayage company., • Develop and manage materials and content related to the promotion of your assigned events, including email, website, and social media content, in coordination with the client, AE, and Bostrom’s Marketing Team., • Work with the AE to create and maintain budgets related to your assigned meetings. Identify and recommend cost-saving alternatives when needed., • Serve as primary contact and manage overall relationship with key vendors. Negotiate to achieve the most favorable terms, ensuring protection of the client and their interests., • Solicit and secure event sponsorships, exhibitors and advertisers and ensure all deliverables are met., • Ensure vendor contracts are signed in a timely manner. Ensure invoices are processed and paid in a timely manner., • Develop and distribute RFPs for services., • Complete and submit credit applications, deposits and payments to supplier and hotels, pre-event., • Respond timely to all event-related issues and questions. Act quickly, diplomatically, and in the best interest of the client to resolve pre-event and onsite challenges., • Attend meetings/events to provide leadership, serve as the event and venue expert, and ensure superior client services., • Assist event staff as needed, by taking minutes or providing event set up, break down, or registration support., • This position has some supervisory responsibilities. You will guide and supervise the work of others on meeting assignments., • Other duties may be assigned that are required for this position. Requirements: • Bachelor’s degree in business administration, Communications, Event Management, or a related field, or equivalent experience required., • 3 – 5 years Meeting Management or Hotel/Convention Services Experience., • Association experience is preferred., • Certified Meeting Planner (CMP) designation or comparable meetings experience strongly preferred., • Adapt interpersonal skills to audience and setting for desired outcomes., • Accountable, self-motivated, and open to new responsibilities., • Strong project management skills with knowledge of PM platforms., • Manage self and others to plan, organize, and execute multiple projects., • Make decisions within budget and parameters set by Account Executive, client, or Bostrom., • Apply critical and analytical thinking to identify and solve problems., • Skilled in relationship management, conflict resolution, negotiation, and mediation., • Knowledge of Microsoft office products and experience with program management systems., • Maintain a professional demeanor with strong skills in customer service, organization, attention to detail, and data entry., • Demonstrate personal integrity in all interactions and communications with Bostrom staff and clients., • Perform effectively under pressure, managing multiple projects and tasks simultaneously while maintaining composure in challenging situations., • Collaborate efficiently across departments and with clients, offering assistance and sharing information as needed., • Communicate clearly and effectively, both verbally and in writing, ensuring successful interactions with others., • Exhibit accountability and self-motivation, embracing new responsibilities and challenges with a positive, “can-do” attitude. WORK ENVIRONMENT AND PHYSICAL DEMANDS While performing the duties of this job, the employee regularly works in an office environment with light noise. Work may be frequently interrupted. The employee will spend most of the workday sitting, computing, and talking/hearing. Required lifting (boxes) in the 10-25 lb. range requiring the ability to bend at the waist and knee. OSHA Category III: position whose tasks/duties will not put them at risk for exposure to blood and other potentially infectious materials, therefore, universal/standard precautions are not required. SCHEDULE AND TRAVEL REQUIREMENTS This is a full-time position. The hours of work are typically Monday-Friday, 8 hours a day. May require more than 40 hours per week to perform the essential duties of the position. Up to 20% domestic or international travel may be required. BOSTROM CORE COMPETENCIES Deliver personalized solutions tied to client strategic goals: Demonstrate concern, initiative, and creative problem solving for satisfying clients and members. Provide expertise and thought leadership to clients: Develop and maintain knowledge of association management best practices through continuous learning and professional development. Be open and honest: Support the ideas of others, provide open and constructive feedback, and share your expertise with others. Contribute to the overall success and growth of Bostrom: Support corporate goals and proactively identify business opportunities with current or potential clients.

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