Meetings Manager Job at CloserStill Media (Washington DC)

Job Description

Billington CyberSecurity seeks an experienced Meetings Manager with 4-7 years of large-scale conference planning experience to support the strategic planning and operational execution of three annual cybersecurity summits and related programs. This role will play a significant role in executing all Billington events, and over time will assume primary operational responsibility for select medium and large-scale events. The Meetings Manager will manage complex logistics, vendor relationships, exhibits, and cross-functional coordination to ensure high-quality attendee, sponsor, and exhibitor experiences across events ranging from 100 to 4,000 participants. This is a hands-on, detail-oriented role requiring strong project management discipline, vendor negotiation experience, venue management knowledge, financial acumen, and the ability to manage multiple large-scale initiatives simultaneously.

Job Responsibility

Support the Senior Director of Meetings in managing all aspects of three annual summits
Oversee venue logistics, general session production, audio visual coordination, food and beverage, registration operations, signage production, and on-site logistics
Develop detailed space utilization plans, meeting space assignments and flow strategies, and capacity modeling
Manage on-site event execution, including vendor coordination, staffing and volunteer management, exhibitor move-in/move-out, and troubleshooting
Coordinate closely with sponsorship and exhibitor sales teams and the general services contractor to manage exhibit hall operations
Oversee floor plan development, booth assignments, exhibitor communications, exhibitor service manuals, and move-in/move-out schedules
Ensure sponsor fulfillment logistics align with contractual agreements
Work closely on site selection and room block management
Research competitive meetings and market conditions
Update and issue RFPs
collect and analyze both venue and hotel proposals
Conduct site visits as needed
Develop comparative presentations for executive leadership
Negotiate hotel and vendor contracts
Track contract compliance, venue concessions and discounts, and manage room block performance
Manage CEU administration for Billington summits
Negotiate and maintain agreements with accrediting partners
Develop CEU-eligible agenda components in partnership with the content team
Coordinate credit tracking, attendee communications, and certificate issuance
Work closely to manage assigned event budgets, including forecasting, expense tracking, reconciliation, and variance analysis
Partner with the content team to align agenda with room assignments, production requirements, exhibitor access schedules, and attendee flow logistics
Collaborate with the marketing team on website updates, registration platform management, and signage design
Coordinate closely with vendors and internal teams to ensure schedule alignment and proofing of program materials
Lead post-event performance analysis including budget reconciliation, attendee satisfaction metrics, sponsor and exhibitor feedback, operational debriefs
Recommend and implement industry best practices and event technologies
Build and maintain strong vendor and venue relationships
Support on-site execution across all Billington events

Requirements

4–7 years of experience managing conferences of 500+ attendees
Demonstrated experience negotiating hotel and vendor contracts
Experience managing exhibit halls of 50+ booths
Proven budget management and reconciliation experience
Experience working with audiovisual production teams and general service contractors
Proficiency with event registration platforms (e.g., Cvent or similar systems)
Strong project management skills with the ability to manage multiple concurrent deadlines
Excellent written and verbal communication skills
Ability to travel and work extended hours during event periods
Ability to lift event materials and remain on-site for extended periods during event execution

Nice to have

CMP (Certified Meeting Professional) designation or Event Management certification preferred
Experience managing CEU or accreditation programs
Experience in cybersecurity, government, or policy-focused events a plus

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