Meeting Planner

The American College of Emergency Physicians (ACEP) is a renowned professional organization dedicated to advancing emergency care and supporting emergency physicians across the United States. With a rich history and commitment to excellence, ACEP provides education, advocacy, and innovative solutions to improve patient care and professional development within the emergency medicine community. ACEP is recognized for organizing large-scale educational and scientific meetings that offer valuable opportunities for learning, networking, and professional growth for medical professionals in emergency care and related fields. These gatherings are crucial in maintaining high standards of knowledge and practice in this fast-paced and critical medical specialty.

Within the Conventions and Meetings department of ACEP, the role of Meeting Coordinator is specialized and pivotal to the successful delivery of educational meetings, conferences, and events. This is a full-time role that involves comprehensive involvement in planning, organizing, and implementing various assigned educational meetings and conferences with a focus on seamless event execution. The Meeting Coordinator works closely alongside other internal staff members, vendors, venues, and external professional groups to ensure every detail of each meeting is meticulously managed from inception through to completion.

This position requires keen organizational skills to manage complex logistics such as creating function and sign orders using project management software, assigning meeting space, coordinating audio-visual and catering needs, and ensuring adherence to critical deadlines that align with venue and vendor schedules. The Meeting Coordinator plays a vital role in tracking registration and housing pick-up, menu creation, and budget monitoring, ensuring all events are executed within the financial parameters set forth. The role also involves direct onsite responsibilities including meeting room checks, sign and audio-visual placement, and registration coordination when necessary.

In addition to logistical coordination, the Meeting Coordinator collaborates extensively with Exhibit Sales, Business Development, and other teams to support sponsorship activities and fulfill advertising opportunities related to the events. Vendor management is a key function — soliciting, contracting, supervising, and evaluating service providers to align with ACEP standards and event objectives. The position also includes specialized responsibilities such as procuring lab equipment for the Scientific Assembly by evaluating vendor proposals and facilitating delivery and setup.

Competence in producing promotional materials is essential, ensuring all public-facing communications include required accreditation components and maintaining compliance with the Accreditation Council for Continuing Medical Education (ACCME) policies. The Meeting Coordinator must maintain detailed electronic meeting files, draft professional correspondence, and manage budgets responsibly while consistently providing high-quality customer service to all stakeholders.

This role reports to the Senior Manager of Conventions and Meetings and requires someone with a high school diploma or equivalent, meeting and event experience especially in project and vendor management, proficient MS Office skills, and the physical ability to occasionally lift up to 50 pounds and travel as needed. Preferred qualifications include experience with medical meetings, exceptional organizational and customer service skills, attention to detail, and the ability to work independently with minimal supervision.

ACEP is an equal opportunity and E-Verify employer that offers a competitive salary, excellent benefits, and a retirement plan, making this opportunity attractive to candidates eager to contribute meaningfully to a leading medical association while developing their career in event coordination within the healthcare sector.