Conference Planner

The Scientific Consulting Group, Inc. (SCG) is seeking an experienced conference planner to lead the planning and execution of virtual, hybrid and in-person meeting and events. The ideal candidate is highly organized, detail-oriented, responsive, and able to independently manage multiple events, deadlines, and client priorities. This is a hybrid position that requires regular on-site work in the Washington, DC area as well as travel to event locations as needed. Duties and Responsibilities Lead all phases of meeting and event planning and execution, including project schedules, budgets, travel and lodging, vendor coordination, on-site execution, and post-event closeout. Develop and maintain detailed event-specific project plans, timelines, task lists, and milestone schedules. Serve as the primary point of contact for clients, meeting participants, speakers, venues, and vendors throughout the planning process. Proactively communicate project status, upcoming deadlines, potential risks, scheduling conflicts, and other issues that could affect successful event execution. Coordinate venue research, site selection, and site visits, as needed. Lead venue and vendor negotiations and prepare supplier agreements and contracts for client review and approval. Review banquet event orders (BEOs), venue documents, room layouts, menus, audiovisual requirements, and other event specifications for accuracy. Coordinate and manage participant and speaker travel, lodging, and other logistical requirements. Oversee venue and vendor activities on-site and troubleshoot logistical issues during events. Plan, host, and support virtual and hybrid meetings using platforms such as Zoom and Webex, including providing technical support as needed. Assist with the development, testing, and management of event registration websites and registration processes. Develop participant and speaker communications for internal and client review and approval. Coordinate with speakers to obtain required information, presentations, audiovisual needs, and other materials by established deadlines. Review, format, organize, and load presentations and other materials for use during events. Collaborate with clients and internal teams to develop agendas, meeting materials, signage, participant materials, and other event-related products. Conduct quality-control reviews of event materials and logistical details prior to distribution or implementation. Provide clients and internal project teams with regular and timely updates on planning activities, deliverables, deadlines, and outstanding items. Complete post-event activities, including participant communications, surveys, vendor reconciliation, and other closeout tasks. - Identify potential planning or logistical issues early and develop solutions to minimize risk to event readiness and execution. Skills and Requirements Demonstrated ability to independently plan and execute virtual, hybrid, and in-person meetings and events. Ability to manage multiple concurrent events, competing priorities, and deadlines while maintaining a high level of accuracy and organization. Strong attention to detail and demonstrated commitment to quality control. Excellent organizational, time-management, and problem-solving skills. []{style="font-size: 7pt; font-family: 'Times New Roman'; font-stretch: normal; font-style: normal; "}