The Meeting Liaison supports the planning, coordination, documentation, and financial oversight of assigned meetings. This role serves as a key internal and external point of coordination between venues, vendors, and internal stakeholders, ensuring accuracy, consistency, and adherence to established processes, timelines, and financial controls.

The Meeting Liaison works closely with Meeting Planners, Meeting Leads, and the Executive Director of Meetings to support venue sourcing, contract documentation, budgeting, reconciliation, and historical data management across multiple meetings simultaneously.

The ideal candidate will work hybrid out of the Schaumburg office but open to remote candidates also.

Pre-Event Planning & Venue Coordination

• Research and identify potential venues using industry knowledge, historical data, and client requirements
• Prepare and distribute Requests for Proposals (RFPs)
• Communicate with hotels and venues to obtain proposals and clarifications
• Negotiate preliminary terms aligned with standard contract templates
• Compile and present venue comparison materials to group assigned meeting planner.
• Maintain a master tracking document for all meetings and RFP status

Calendar, Contract & Documentation Management

• Monitor the master meeting calendar and identify conflicts
• Maintain Meeting Smartsheets with accurate planning data
• Maintain historical meeting documentation including room pickup, space utilization, registration counts, F&B spend, and AV spend

Financial Oversight & Reporting

• Prepare meeting budgets at least six months prior
• Monitor attrition, cancellation, commissionable contracts, and aggregate spend exposure
• Review and finalize hotel bill reconciliations
• Complete post-meeting Budget-to-Actual analyses

Qualifications

• Bachelor’s degree or equivalent experience
• Experience in meetings or hospitality operations
• Strong organizational, communication, and technical skills

Work Environment

• Limited travel required
• Occasional evenings and weekends

IND123