Meeting Tomorrow is a 20-year-old company with a growing team of 85 friendly employees. We’re headquartered in Chicago, with 80% percent of our team working remotely in cities all over the United States. We produce in-person, hybrid, and virtual events and rent equipment that brings people together. Our clients range from Fortune 500 companies to small businesses, and we pride ourselves on providing the best customer experience in the events industry.
This is a contract position.
The Team
The Meeting Tomorrow Event Planning Services (EPS) Department provides comprehensive event planning support tailored to our diverse clientele with an unwavering commitment to excellence. From intimate gatherings to grand celebrations, our team of seasoned professionals ensures that every detail, from conceptualization to execution and post-event evaluation, is meticulously orchestrated. With a passion for creativity and a keen eye for precision, we transform visions into unforgettable experiences, leaving an indelible mark on each event we touch. EPS typically works in tandem with our AV Production team to bring corporate events to life.
The Role
We’re looking for a skilled freelance Lead Event Planner to provide exceptional event planning services through event conceptualization, planning, execution, and evaluation for Meeting Tomorrow clients. As an integral member of our team, they will assist in coordinating all aspects of event planning and ensure each event is executed with precision and meets the highest standards of quality.
The Lead Event Planner's responsibilities encompass a wide range of tasks, including, but not limited to, assisting with vendor coordination, venue sourcing and selection, budget management, and logistical planning. Their keen attention to detail, excellent organizational skills, and ability to thrive in a fast-paced environment are key assets in fulfilling the expectations of this role. This role involves creative problem-solving to create unforgettable experiences and deliver exceptional events.
Essential Functions & Responsibilities
End-to-End Event Ownership. Autonomously lead the planning and execution of diverse events, serving as the primary point of contact to deliver exceptional "Meeting Tomorrow" experiences.
Strategic Client Partnership. Build deep, trust-based relationships with clients to understand their pain points and make expert internal decisions that align with their specific vision and goals.
Full-Lifecycle Project Management. Create and manage comprehensive event timelines and project plans, ensuring all deliverables are met with precision and organization.
Financial Stewardship. Develop and adhere to complex event budgets, providing transparent financial reporting and managing scope changes to ensure fiscal responsibility.
Comprehensive Logistics Management. Oversee all venue operations, including contract negotiation, site selection, F&B, room blocks, and transportation logistics.
Vendor & Stakeholder Orchestration. Expertly source and manage third-party vendors and internal stakeholders, acting as the central liaison to ensure seamless information flow and execution.
Specialized Event Consulting. Guide clients through complex event elements such as VIP management, registration, AV best practices, and branding/signage with professional coaching and expertise.
Proactive Problem Solving. Develop robust contingency plans to mitigate risks and lead issue resolution with flexibility and grace under pressure.
Onsite Execution Excellence. Travel onsite to personally oversee setup, live event operations, and teardown, ensuring every detail meets our high standards of quality.
Preferred qualifications and knowledge
10+ years of full-service event planning experience preferred
Demonstrates MT’s core values: kindness, commitment, and humility
Ability to easily build rapport and relationships over the phone and video conferencing systems
Quick learner and excellent critical thinking skills
Excellent written and verbal communication skills
Efficient, organized, fast-paced multi-tasker
Highly Organized; Detail and Customer Service oriented
Creative and Innovative with event solutions
Highly Adaptable
Ability to travel onsite
At Meeting Tomorrow, our mission is to foster a culture of respect and affection. We embrace our differences and are committed to having a diverse, equitable, and inclusive environment. We’re an Equal Opportunity Employer that believes in second chances and strongly encourage BIPOC, women, LGBTQIA, veterans, persons with disabilities, formerly incarcerated, and all other individuals to apply.
What makes Meeting Tomorrow’s culture so special is the people, and we look for candidates who are a match for our company’s core values: commitment, kindness, and humility. If those words describe you and you see yourself in this posting, you’re ready to apply!
