IMPAQ International, LLC

  • Meeting Planner II

    Job Location US-MD-Columbia | US-DC
  • Overview

    IMPAQ International, a growing and dynamic social science research firm, provides high-quality research and impact evaluation services, policy analysis, survey research, technology solutions, organizational development, technical assistance and consulting services to U.S. and international government agencies, foundations, and the private sector.  IMPAQ’s mission is to bring together exceptional people to develop innovative and rigorous approaches to evaluate the real-world impact of social policies and programs. IMPAQ offers five locations: our Corporate Headquarters in Columbia, Maryland, rated one of America’s Best Small Cities; Downtown Washington, D.C., Boston, Massachusetts, Seattle, Washington and a Bay Area office in Oakland, California. IMPAQ has a diverse and collegial work environment and is an Equal Opportunity/Affirmative Action Employer (M/F/Disability/Veterans).



    The Meeting Planner II will be involved in the successful planning and implementation of logistical tasks associated with client-sponsored meetings and events ranging in size from 10 to 1,500 participants. The Meeting Planner II will be assigned the responsibility for coordinating all aspects of specific event associated tasks, including planning; contracting; coordination with other staff, contractors, and vendors; timeline monitoring; and quality assurance. Depending on the event, specific responsibilities may include but are not limited to the following:

    Pre-Meeting Support:

    • Serve as a contact with the client and other organizations, clarifying event parameters to determine logistical needs
    • Prepare event-specific timelines and work plans
    • Arrange and facilitate event planning calls and meetings
    • Identify and secure venues for each meeting or event, conduct site visits, and negotiate venue contracts
    • Conduct research on event locations, including area attractions and local transportation options
    • Serve as venue liaison and coordinate all aspects of venue arrangements to include meeting room arrangements, audiovisual equipment, rooming lists, food and beverage arrangements, and post-event billing.
    • Solicit bids from vendors for various event services and supplies
    • Work with the client to develop event content, select speakers, collect and review abstracts, etc., as pertinent to that event
    • Support the development of registration databases and websites:
    • Create online registration sites and manage registration processes
    • Develop and generate registration reports
    • Respond to meeting inquiries by phone and email
    • Coordinate travel and lodging logistics for sponsored participants
    • Prepare registration and rooming list reports
    • Assist with the development and production of event materials, including invitations, registration announcements and instructions, event program books, speaker bios and presentations, specialty publications, videos, signage, name badges, and name tents.


    Onsite Meeting Support

    • Attend pre-conference meeting with applicable staff
    • Oversee logistics-related activities being performed by other onsite contractors and vendors
    • Develop onsite run-of-show
    • Assure proper room and audiovisual set-up, food and beverage function set-up, and cleanliness of rooms
    • Assist with onsite registration and participant check in
    • Assist participants and client agency personnel as needed


    Post-Meeting Support

    • Develop post conference materials (e.g., reports)
    • Track processing of supported participants’ honoraria and travel reimbursement expense requests, ensuring all contractual obligations are met
    • Analyze evaluation survey responses and prepare post-event report summarizing results
    • Reconcile vendor invoices
    • Finalize post-event report comparing estimated budget to actual costs and documenting lessons learned


    Corporate Support

    • Contribute knowledge in event planning to improve methods and staff performance at events that result in cost savings to the clients and to IMPAQ
    • Provide exceptional customer service to internal and external clients; foster high-quality interpersonal communication with staff and clients
    • Provide assistance with business development activities, such as the preparation of proposals and the gathering of price estimates
    • Perform other duties as assigned


    Education, Knowledge and Experience

    • Bachelor’s degree
    • 3-5 years of experience supporting events and meetings, preferably for the Federal Government
    • Meeting Planner Certification (CMP; CGMP) or in progress


    Required Skills

    • Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
    • Outstanding organizational skills and attention to detail with a focus on process and results
    • Demonstrated ability to communicate clearly and effectively, both verbally and written, tailoring communication for the audience and situation
    • Able to work independently as well as on a team
    • Able to proactively identify the information needed to solve a problem, link decisions to potential consequences, and know when to escalate or seek guidance
    • Able to balance multiple tasks simultaneously, understanding the difference between urgent versus important
    • Able to respond quickly to changing priorities while meeting deadlines
    • Strong commitment to client satisfaction
    • Willingness and ability to travel when job requires


    Desired Skills

    Preference will be given to candidates who have the following:

    • Knowledge and experience with federal contracting
    • Knowledge of Federal Travel Regulations
    • Knowledge of virtual meeting software (e.g., Adobe Connect, Go-to-Meeting, WebEx, Zoom)


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