National Conference Planning Consultant

Company DescriptionThe National Council of School Safety Directors (NCSSD) is a professional membership organization serving K–12 school safety and security directors across the United States. NCSSD advances the profession through peer learning, sharing leading practices, policy engagement, and professional development. The inaugural annual national conference is the organization’s flagship event—bringing together hundreds of school safety professionals, administrators, policymakers, non-profit partners, and industry partners for training, certification, networking, and thought leadership.Role DescriptionThis is a part-time (independent contractor), remote role. This will consist of 15-20 hours per week, intensifying 6-8 weeks prior to the conference. The contract duration will be for 12 months with the option to renew.NCSSD seeks an experienced, organized, and proactive Conference Planning Consultant to lead all planning and execution activities for our annual national conference. This is a part-time contract role with significant responsibility and visibility. The successful consultant will serve as the primary operational driver of the conference, coordinating across internal leadership, the Development Committee, external vendors, and the host venue to deliver a high-quality, professionally executed event that reflects NCSSD’s standing in the field.The Consultant will work closely with the Administrator and NCSSD Board, and will be the principal point of contact for venue and hotel management, catering, audio-visual services, sponsorship fulfillment, speaker logistics, and attendee registration—from initial planning through post-event wrap-up.QualificationsRequiredMinimum five (5) years of experience planning and executing professional association conferences or comparable large-scale events (500+ attendees)Demonstrated experience managing venue, hotel, catering, and AV vendor relationshipsExperience supporting or executing sponsorship programs, including sponsor fulfillment logisticsStrong project management skills with demonstrated ability to manage complex timelines and multiple concurrent workstreamsExceptional written and verbal communication skills; ability to represent NCSSD professionally with external stakeholdersHigh proficiency in project management tools, event registration platforms, and standard office/productivity softwareAbility to work independently, exercise sound judgment, and escalate issues appropriatelyAvailability to travel to the conference site for advance site visits and to be on-site for the full conferencePreferredCertified Meeting Professional (CMP) or equivalent professional credentialExperience with nonprofit or professional association eventsFamiliarity with the K–12 education, school safety, or public safety sectorsExperience managing exhibit halls and sponsor activationsExperience with virtual or hybrid conference componentsInterested consultants and firms should submit a proposal package that includes all of the following:Cover letter describing your interest in this engagement and your relevant experience (not to exceed two pages)Professional biography or firm overviewConference portfolio: a summary of at least three (3) comparable events you have planned, including attendee counts, budget ranges managed, and your specific roleProposed approach: a brief narrative describing how you would approach the planning and execution of NCSSD’s national conferenceFee proposal: your proposed fee structure (hourly, monthly retainer, flat project fee, or combination), along with a breakdown of how you estimate time across planning phasesReferences: contact information for at least three (3) professional references from comparable engagementsSample deliverable (optional but encouraged): a sample master planning timeline, run-of-show, or comparable planning document from a prior engagement