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