Contract Meeting Planner

About NfdaThe National Funeral Directors Association (NFDA) is the world's largest and most trusted funeral service association, representing nearly 20,000 funeral professionals across the United States and around the globe. NFDA serves its members through advocacy, professional education, compliance resources, and industry-leading events that advance the standards and mission of the funeral service profession.Our meetings and events are central to that mission. They bring together funeral service leaders, suppliers, and allied professionals to share ideas, shape policy, and strengthen the profession. We are a collaborative, mission-driven team that holds ourselves to a high standard of hospitality, logistics excellence, and attendee experience.Position OverviewNFDA is seeking an experienced and detail-oriented Contract Meeting Planner to support the planning and execution of our 2026 Leadership Conference. This is a project-based, short-term contract engagement ideally suited for a seasoned event professional who thrives in a fast-paced environment and excels at managing multiple workstreams simultaneously.The Contract Meeting Planner will serve as a key operational partner to NFDA staff, taking day-to-day ownership of logistics, vendor coordination, registration management, and on-site execution. This role requires a high degree of independence, professional judgment, and a proactive approach to problem-solving.POSITION DETAILSContract TypeFreelance / Project-BasedLocationRemote, with required on-site presence during the eventDurationUp to 4 months (estimated engagement: April – August 2026)HoursFlexible; aligned with planning milestones and event needsReports ToNFDA Meetings & Events StaffCompensationProject-based rate commensurate with experience and scopeAbout The EventEvent2026 NFDA Leadership ConferenceDatesAugust 2 – 5, 2026FormatThree half-day conference sessions, board meetings, welcome reception, and closing celebrationAttendanceApproximately 220 participants (board members, senior leaders, and invited guests)AudienceNFDA board and committee leadership, state association executives, and invited guestsKey ResponsibilitiesRegistration and Attendee ManagementDesign and manage the end-to-end registration process, including system setup, confirmations, and ongoing attendee communicationMonitor registration activity, identify issues proactively, and resolve attendee inquiries in a timely and professional mannerMaintain accurate attendee lists and manage data integrity throughout the planning cycleHousing and Travel LogisticsCoordinate hotel room block management, including pickup tracking, rooming list submissions, and attendee room assignmentsManage travel logistics and coordination for key stakeholders as needed, including ground transportation and arrival/departure schedulesServe as the primary point of contact for hotel housing inquiries and escalationsVendor and Partner ManagementManage relationships with event vendors, including AV, catering, décor, and other event partnersReview and negotiate vendor contracts, ensuring compliance with agreed-upon scopes and service levelsCoordinate vendor deliverables, timelines, and day-of logistics to ensure seamless executionBudget Tracking and Financial ReconciliationMaintain and track the event budget throughout the planning cycle, ensuring accuracy and cost disciplineReview and reconcile all vendor invoices against contracted services and approved budgetsCompile final financial reconciliation and post-event expense summary for NFDA staff reviewOn-Site ExecutionServe as a hands-on operational lead during the event, managing setup, vendor coordination, and real-time troubleshootingEnsure a seamless and high-quality attendee experience from arrival through departureSupervise event flow and proactively address issues as they arisePost-Event ReportingCompile post-event summary reports including attendance, budget performance, and key operational metricsDocument lessons learned and provide actionable recommendations for future eventsRecords standard operating procedures for future useQualificationsRequiredMinimum of 4 years of professional meeting and event planning experienceDemonstrated success managing events of comparable size (150–300 attendees) from planning through executionStrong command of event budgeting, contract review, and vendor managementExceptional organizational skills with the ability to manage competing priorities across overlapping timelinesExcellent written and verbal communication skills; comfortable working with senior stakeholdersProven ability to work independently, exercise professional judgment, and escalate appropriatelyPreferredPrior experience working with associations, nonprofits, or membership organizationsCertified Meeting Professional (CMP) designationFamiliarity with Asana or comparable project management platformsExperience managing VIP or board-level events with heightened service expectationsSkills & ToolsProject management and task tracking (Asana or similar preferred)Budget development, tracking, and variance analysisContract negotiation and vendor relationship managementEvent registration platforms and housing management systemsStrong proficiency in Microsoft Office Suite (Word, Excel, Outlook)Collaborative communication tools (Teams, Slack, or similar)WHY WORK WITH NFDANFDA is a well-established, mission-driven organization with a strong reputation for professional excellence and member service. Contractors who work with us gain access to a collaborative team, meaningful work, and the opportunity to contribute to events that genuinely matter to the communities we serve. We value clear communication, accountability, and a shared commitment to quality.How To ApplyInterested candidates should submit a resume and a brief overview of relevant event planning experience, including examples of comparable events managed. Compensation expectations and availability should also be included. NFDA will review submissions on a rolling basis.