Senior Event and Exhibit Manager, Conference Planner

ION is seeking a detail-oriented and highly organized meeting planner to manage the contracting, planning, coordination, and execution of the organization’s technical meetings, conferences, and events. This role is critical to the organization's financial security and to ensuring high-quality experiences for members, attendees, exhibitors, sponsors, and partners. The Meeting Planner works closely with internal staff, volunteers, vendors, and venues to deliver events on time, within budget, and in alignment with ION’s mission and standards.

Key Responsibilities

• Facility site RFP’s/evaluation, recommendations, and contract negotiation
• Plan and manage ION conferences and meetings concept through completion, including pre-event planning, on-site execution, and post-event wrap-up
• Coordinate all logistics and serve as primary liaisons with all subcontractors, including catering, decorators, audiovisual services, transportation, housing blocks, and on-site services
• Collaborate with internal staff to manage event registrations, attendee communications, and reporting
• Creation of onsite signs, banners, and awards
• Develop and manage event timelines, budgets, and tracking tools
• Coordinate exhibitor logistics, sponsor benefits, and exhibit hall operations
• Promote and coordinate exhibitor sponsorship and advertising offerings
• Support Executive Director, volunteer committees, and technical program leaders with meeting logistics and scheduling needs
• Oversee on-site event operations, including staff coordination and troubleshooting
• Prepare post-event reports and financial reconciliation of master accounts
• Ensure compliance with organizational policies, contracts, and best practices