Civica Management is an association management company (AMC) serving national and state-level nonprofit associations, professional societies, trade associations, and foundations. The Conference Planner is the lead planner and project manager for assigned client conferences - owning the conference from early strategy, budgeting and contracting through onsite execution, financial closeout, and post-event evaluation. The planner also manages client meetings, trade shows, and special events.
This is a true "soup-to-nuts" conference planning role. The Conference Planner touches every component of the attendee, exhibitor, sponsor, speaker, volunteer, vendor, and client experience. The planner is accountable for the full picture while leveraging Civica's conference coordinators, association team members, finance staff, administrative support, and external partners to execute the details.
The successful candidate must be comfortable managing multiple association clients and event calendars at the same time, quickly shifting between different missions, volunteer leadership styles, budgets, systems, and priorities while maintaining consistent Civica standards for service, communication, accountability, and fiduciary stewardship.
MULTI-TRACK, MULTI-DAY CONFERENCE PLANNING EXPERIENCE IS REQUIRED FOR THIS POSITION: The candidate must have previous experience specifically planning conferences, not just general event experience (galas, fundraisers, trade shows) and venue experience (hotels, event centers, etc.).
This is a remote position. If you live in the Denver area we meet in a shared workspace one day a week.
In this role you will...
- Manage national, regional, and state association meetings, conferences, trade shows, special events.
- Collaborate with association committee members/volunteers to ensure deliverables per scope of project.
- Work with the internal team on end-to-end planning and management as aligned with scope of project.
- Learn and maintain a working knowledge of clients’ business practices and ongoing needs.
- Look for ways to improve services and innovations for clients.
- Manage sourcing, RFP’s and contract negotiations on assigned clients.
- Attend industry events, trade shows, and conferences.
Full-Cycle Conference Strategy & Project Management
- Lead assigned conferences and meetings from concept and initial planning through onsite execution, reconciliation, debrief, and transition to the next event cycle.
- Build and maintain comprehensive project plans, critical paths, production schedules, workplans, and decision calendars.
- Translate association goals, board or committee priorities, and budget expectations into an actionable conference plan.
- Lead conference planning meetings with clients, volunteer committees, internal Civica teams, and external partners; document decisions, owners, and deadlines.
- Maintain visibility across all event workstreams and ensure dependencies, handoffs, and deliverables stay on track.
- Anticipate challenges and develop contingency plans for operational, financial, vendor, venue, staffing, and attendee-experience risks.
Venue, Contracting & Vendor Management
- Support venue sourcing, RFP development, site selection, site visits, and contract review and negotiation in coordination with client leadership and Civica leadership as appropriate.
- Manage hotel and venue relationships, room blocks, pickup, concessions, meeting space, food and beverage, service requirements, and master-account expectations.
- Source, negotiate with, and manage event vendors including audiovisual/production, catering, décor, entertainment, transportation, security, internet, registration, mobile app/technology, signage/printing, photography, shipping, and other event partners.
- Review vendor scopes, contracts, orders, BEOs, diagrams, production schedules, and invoices for accuracy and alignment with approved plans and budgets.
Program, Speakers & Event Experience
- Coordinate the operational execution of conference programs, including general sessions, concurrent sessions, workshops, receptions, awards, special events, and other program elements.
- Partner with client staff and volunteer leaders on speaker communications, requirements, schedules, presentations, audiovisual needs, travel or reimbursement processes, and onsite readiness.
- Develop and manage event specifications, room sets, function schedules, signage plans, production needs, run-of-show documents, and other onsite operating materials.
- Think holistically about the attendee journey and recommend practical improvements to the conference experience.
Registration, Exhibits, Sponsorship & Stakeholder Coordination
- Partner closely with registration support to develop registration categories, pricing, deadlines, workflows, confirmations, policies, reports, badges, and onsite registration processes.
- Coordinate conference logistics that support sponsorship and exhibit commitments, including fulfillment, floor plans, exhibitor communications, vendor services, signage, recognition, and onsite needs.
- Ensure sponsor and exhibitor deliverables are incorporated into the overall project plan and fulfilled accurately.
- Coordinate with membership, marketing/communications, education, finance, and association management staff so conference activities are integrated with the client's broader priorities.
Budget & Financial Management
- Develop, manage, and regularly forecast conference budgets in partnership with Civica finance staff and client leadership.
- Track registration, exhibit, sponsorship, and other event revenue alongside event expenses and commitments.
- Evaluate options and make recommendations that balance attendee experience, client goals, contractual obligations, and financial stewardship.
- Monitor budget-to-actual performance, flag variances early, approve or route expenses appropriately, and maintain accurate financial documentation.
- Review and reconcile vendor invoices, hotel master accounts, event expenses, and final financial results; contribute to post-event financial reporting and ROI analysis.
Onsite Leadership & Execution
- Serve as the primary onsite conference lead for assigned events and maintain overall command of event execution.
- Develop the onsite staffing plan and clearly assign responsibilities to Civica staff, temporary staff, volunteers, and vendors.
- Lead pre-conference staff briefings and onsite huddles; ensure the team has the schedules, contact information, procedures, and resources needed to execute successfully.
- Manage real-time changes, troubleshoot issues calmly, make sound decisions, and escalate appropriately while protecting the client and attendee experience.
- Maintain a visible, professional, service-oriented presence with client leaders, attendees, speakers, sponsors, exhibitors, venue teams, and vendors.
- Conference days may require extended hours, including early mornings, evenings, weekends, and consecutive long onsite days.
Post-Conference Evaluation & Continuous Improvement
- Coordinate post-event surveys and gather feedback from attendees, clients, volunteers, sponsors, exhibitors, staff, and vendors as appropriate.
- Lead post-conference debriefs and prepare reports summarizing performance, financial outcomes, operational learnings, and recommendations.
- Document lessons learned and incorporate improvements into future conference plans, timelines, templates, and standard operating practices.
AMC Client Service & Civica Team Collaboration
- Build trusted relationships with association executives, boards, committees, and volunteer leaders while representing Civica as an extension of the client's organization.
- Adapt communication and planning approaches to the needs and culture of each association while maintaining consistent professional standards.
- Manage competing deadlines across multiple clients, communicate capacity or priority conflicts early, and work collaboratively to resolve them.
- Use Civica's team-based model effectively: own outcomes, delegate clearly, follow up consistently, and create clarity around who is responsible for what.
- Participate in Civica team meetings, planning processes, professional development, and continuous improvement initiatives.
- Demonstrate Civica's values in day-to-day work: Accountability, Authenticity, Courage, Fun, Impact, and Collaboration.
Business Development & Industry Engagement
- Support proposal development, conference assessments, budgeting, and presentations for prospective clients when requested.
- Contribute conference expertise to Civica marketing, thought leadership, and new-business discussions.
- Represent Civica professionally with industry partners, vendors, association professionals, and at relevant industry events.
Education and Experience...
- Minimum 5 years of progressive conference, convention, trade show, or meeting planning experience; association, nonprofit, or AMC experience strongly preferred.
- Demonstrated experience independently leading complex conferences or events from planning through onsite execution and closeout.
- Strong knowledge of hotel and venue operations, event contracting, food and beverage, audiovisual/production, room blocks, vendor management, and onsite logistics.
- Demonstrated experience developing and managing event budgets and understanding the revenue and expense drivers of association conferences.
- Experience coordinating registration, speakers/programming, exhibits, sponsorship fulfillment, and event technology.
- Exceptional project management and organizational skills with the ability to manage multiple clients, conferences, priorities, and deadlines simultaneously.
- Strong client-service instincts and the judgment to work effectively with volunteer leaders, boards, committees, staff teams, and external partners.
- Excellent written, verbal, facilitation, negotiation, and problem-solving skills.
- Comfort with event technology, association databases/AMS platforms, project-management systems, Microsoft 365, and related tools; ability to learn new systems quickly.
- Ability and willingness to travel regularly and work extended onsite hours, including early mornings, evenings, and weekends, as conference schedules require.
- Bachelor's degree in hospitality, event management, communications, business, nonprofit management, or a related field preferred; equivalent relevant experience considered.
- CMP, CAE, DES, or other relevant professional credential is a plus.
Skills and Abilities...
- Ownership & Accountability - takes responsibility for managing the entire conference and team execution, not simply individual tasks.
- Big-Picture + Detail Orientation - can hold the full event strategy while catching the small details that affect execution.
- Client Leadership - confidently guides clients and volunteers, makes recommendations, and communicates difficult information when needed.
- Prioritization - thrives in a multi-client AMC environment and can distinguish urgent from important while meeting commitments.
- Financial Acumen - understands how planning decisions affect conference profitability and association financial health.
- Calm Execution - remains composed, resourceful, and decisive when plans change onsite.
- Collaboration & Delegation - works through others effectively and uses available staff support without losing ownership of outcomes.
- Continuous Improvement - looks for better systems, stronger attendee experiences, and smarter ways to deliver value.
Work Environment
This is a full-time hybrid position based in the Centennial, Colorado area. The role combines office/remote planning with regular travel to client conferences, site visits, and other meetings. Conference schedules may include periods of significant travel and extended onsite hours. The Conference Planner works as part of a collaborative AMC team and may support several association clients whose conference cycles overlap.
Travel
Typically, there is a conference with site visits for each client and potentially one or two other travel requirements throughout the year. Depending on the client needs, the travel expectation is approximately 20%.
Benefits:
- Corporate culture of freedom & responsibility: generous vacation, flexible hours, opportunity to telecommute.
- Compensation commensurate with experience.
- Health insurance & company-funded Health Savings Accounts.
- Partial cell phone reimbursement.
- Up to two industry membership dues paid annually.
- Company support of the cost of attending educational programs, as approved by a manager.
About Civica Management
Civica Management partners with nonprofit associations to provide association management, conference and event services, membership, finance, operations, marketing, and strategic support. Our team-based AMC model allows clients to access specialized expertise while maintaining a consistent, trusted relationship with their Civica team. We value accountability, authenticity, courage, fun, impact, and collaboration, and we expect every team member to contribute to strong client partnerships and continuous improvement.
Civica is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.
