Conference Planner

JOB TITLE: CONFERENCE PLANNER

Department:

Event Management

Date:

March 2026

Reports to:

Program Coordinator

FLSA:

Non Exempt

Position Summary:

Coordinates the registration, logistics and travel arrangements for IAFF headquarters events, including the IAFF Biennial Convention, conferences and all other meetings and events.

Responsibilities:

Organizes and executes master meeting planning specifications, including floor plans, food and beverage, floorset, timeline, transportation, housing, billing, exhibitor conference materials, AV setup, logistics

Develops, maintains and communicates organizational RFP, including background information on the IAFF and detailed event descriptions

Builds relationships and negotiates contracts with vendors

Responsible for event budget management and billing

Coordinates information flow between senior management, department directors and staff

Develops requests for proposals for hotels, convention centers and vendors as needed and oversees approval process to finalization

Performs other duties as required to support the department and its mission Skills:

Excellent oral and written communication skills

Excellent organizational skills

Excellent attention to detail

Excellent interpersonal and relationship skills, including the ability to interact with all levels inside and outside of the organization

Ability to manage multiple projects and priorities simultaneously under deadlines

Proficient in Yooz, Concur and Microsoft Office Suite Qualifications:

Bachelor's Degree or equivalent professional experience