Meetings Manager | Logistics

Hybrid WFH in Reston, VA 20191 | Currently – 2 days in office – 3 days remote

SPARGO, Inc. is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums, and seminars.

Benefits

Casual Work Environment
100% Company Paid Medical (choice of 3 plans), Dental and Vision for Employee
Available FSA or HSA account
100% Company paid Basic Term Life and AD&D Insurance
100% Company paid Long Term Disability Insurance
AFLAC is Available
401(k) Plan
Paid Sick and Vacation Leave

Summary

As a Meetings Manager at SPARGO, you will independently manage the full lifecycle of logistics planning for assigned meetings ranging from 200 to 1,500 attendees. You will serve as the operational lead for your events—developing budgets and project plans, overseeing venue and vendor coordination, and leading the onsite execution. Success in this role requires a strong project management mindset, attention to detail, and the ability to proactively communicate and collaborate across internal teams and with clients.

Key Responsibilities

Client & Vendor Communication

Serve as a day-to-day logistics contact for assigned clients, communicating proactively via calls, emails, and meetings
Build collaborative relationships with venues and vendor partners.
Provide timely updates and seek client input when appropriate, escalating key issues to senior staff.

Cross-Functional Team Collaboration

Work closely with internal departments, including registration, housing, and exhibits, to deliver integrated event execution.
Participate in internal planning meetings and collaborate to identify and resolve challenges.

Event Planning & Execution

Develop and manage planning timelines, ensuring tasks and deliverables stay on schedule.
Lead logistical planning for assigned client meetings including venue sourcing, contract negotiation, budgeting, venue and vendor partner coordination, and onsite delivery.
Grid meeting space, manage room assignments, oversee affiliate/in conjunction with (ICW) with approvals, and ensure alignment with client objectives and affiliate/ICW group requests.
Create detailed event documentation (meeting specs/function book/staging guide and resume) for internal team and venue and vendor partners.
Manage housing (in some instances) to include preparing subblock(s) and weekly pick-up reports, assigning concessions and comps, and submitting rooming lists.
Review and reconcile post-event final invoices and submit to client for timely payment.
Gather feedback from internal staff and venue and vendor partners, develop recommendations for improvement, and conduct debrief meetings with clients, vendor partners, and venues.
Perform other duties as assigned.

Speaker Management

Prepare and issue speaker invites, notification emails, and logistical email templates.
Collect presentations, scripts, headshots, bios, release forms, travel details, etc. and follow up with speakers as needed on missing materials.
Greet speakers/presenters onsite and work with AV team as needed on uploading PPTs.
Issue any post-event communications e.g., thank you and reimbursement instructions.

Onsite Execution

Represent SPARGO on-site during events, ensuring seamless execution and client satisfaction.

Qualifications

Experience: 3+ years of direct experience planning corporate or association meetings; ability to manage competing deadlines and multiple events simultaneously in a fast-paced environment.
Education: BA/BS or equivalent professional experience.
Communication Skills: Exceptional written and verbal communication skills with the ability to convey information clearly, professionally, and confidently across a range of stakeholders, including clients, vendors, and internal teams
Professional Skills: Strong organizational skills, attention to detail, and ability to operate independently, using sound judgment and available resources to solve problems.
Technical: Proficient in Microsoft Office suite; experience with project management tools (e.g., Smartsheet) and event databases (e.g., CVENT, Access) a plus.
Certification: CMP preferred but not required.
Other: Experience with medical meetings and familiarity with association management is a plus.

Travel Required: Approximately 25%. During site visits and the onsite execution of meetings, early morning, and evening hours as well as weekends may be required.

FLSA Status: Exempt

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