Meeting Planner

PPAI, the Promotional Products Association International, is a leading association dedicated to serving the promotional products industry by providing educational resources, networking opportunities, and industry insights. Located in Irving, Texas, PPAI hosts significant industry events throughout the year, notably the annual PPAI Expo, which draws professionals from across the sector for networking, learning, and business growth. The association prides itself on fostering an engaging, collaborative work environment where innovation and professionalism are highly valued. It operates with a fully integrated hybrid remote work model that combines remote work flexibility with essential onsite collaboration at its headquarters to optimize both productivity and employee support.

The Meeting Planner role is pivotal within PPAI's Expositions & Events department. This full-time, salaried exempt position reports directly to the Senior Manager, Events & Expositions, and is based in Irving, TX with a flexible schedule that accommodates a hybrid remote work model. The Meeting Planner is entrusted with supporting the comprehensive planning, organizing, and execution of the association’s flagship annual event, the PPAI Expo, alongside 4-5 additional membership events throughout the year. Successful candidates are detail-oriented and possess exceptional organizational and proactive problem-solving skills to guarantee flawless event delivery.

Key travel is integral to this role, with trips scheduled to attend major events including the PPAI Expo in January, North American Leadership Conference (NALC) in May, Women's Leadership Conference (WLC) in June, Responsibility Summit in September, and Leadership Development Conference (LDC) in October, along with site visits as required. A Meeting Planner’s responsibilities span managing every facet of event logistics—from handling food and beverage selections, audiovisual setups, timelines, and room diagrams to reviewing critical venue documents such as Banquet Event Orders (BEOs) and Function Orders for accuracy.

The role demands hands-on event onsite support, overseeing setups and breakdowns, ensuring all logistical elements—from AV, room setups, and food services to venue coordination—are executed as planned. During the PPAI Expo, the Meeting Planner manages key meeting spaces, including General Sessions, breakout rooms, and show floor activations, while supervising temporary planners to ensure adherence to plans. Budget management and invoicing support are essential, requiring the planner to assist in budget development and expense reconciliation, maintaining alignment with financial targets. Maintaining milestone and timeline tracking is crucial for meeting critical deadlines, guaranteeing no aspect of event planning falters.

Organizational skills are paramount, as the Meeting Planner must multitask under pressure, adapt to onsite changes flexibly, and communicate effectively with internal teams and external vendors. PPAI values a team-oriented, proactive, and adaptable work style, as well as professionalism and accountability from its employees. The role also encompasses association-wide responsibilities such as consistent communication, reliability in meeting deadlines, producing high-quality work outputs, and fostering the cultural values and mission of PPAI.

Candidates should possess a minimum of two years of event management experience and demonstrate proficiency in Microsoft Office Suite alongside robust financial management skills. The work environment combines office duties, trade show floors, and event venues, often involving physical activities such as manual labor, walking, dynamic movements, prolonged standing, and stamina during peak event times. The association offers competitive benefits including 401(k) with matching, health, dental and vision insurance, flexible schedules, and paid time off, supporting the holistic wellbeing of its staff. Overall, this role is tailored for highly motivated individuals eager to contribute to the success of PPAI’s events and advance their career in event management within a dynamic association context.