Conference Planner - Temp job with State of New Mexico - ATA Services Inc

ATA Services, Inc. is currently seeking to hire a Conference Planner to work on a temporary 6-week assignment with State of NM – Department of Cultural Affairs.

• Start Date: September 16^th
• Pay Rate: $45.00 per hour with weekly pay
• Conference Location: Las Vegas, New Mexico

The Conference Coordinator/Planner is responsible for planning all aspects of the 2025 Statewide Preservation Conference to be held October 2-5, 2025, in Las Vegas, New Mexico.

Job duties:

Conference management, organizing volunteers, working with the project team to plan conference and secure session speakers, dealing with vendors and other support staff, scheduling all programs, overseeing room assignments for each session, managing attendance documents, and coordinating tours. The conference planner will be on site at the conference to ensure that registration, check in, and the conference runs smoothly.

The Conference Planner shall perform the following work:

1. Work with Project Team
   1. CP shall work closely with the PT on all aspects of the conference.
   2. Attend regular meetings and update PT on work completed.
2. Understand the Event
   1. Conference Mission & Purpose
      1. Understand the mission and purpose of the conference.
      2. Meet with PT to understand the event’s purpose and scope.
      3. Understand who conference attendees are and what their conference needs may be.
3. Plan the Event
   1. Work with PT to plan the event.
   2. Coordinate venues and facilities.
      1. Identify conference facilities and venues.
      2. Work with vendors to schedule sessions.
      3. Plan facilities and stay within allocated budget.
      4. Establish and negotiate contracts with vendors and entities working with PT as necessary.
   3. Tours
      1. Working with the PT identify tour opportunities.
      2. Work with venues to schedule tours.
      3. Hire and schedule transportation.
      4. Make sure that tours are available for registration online.
   4. Conference brochure / program
      1. Work with PT to design and print the conference program.
   5. Sessions and Session Speakers
      1. Work with PT to schedule sessions.
      2. Work with PT to select session speakers.
      3. Coordinate contracts with speakers.
      4. Hire a media consultant/work with venue media manager to coordinate speaker needs including microphone, media, screen, projector, and other equipment necessary for sessions.
      5. Ensure that a media person is available for the duration of the conference.
      6. Schedule volunteers for room / session monitoring.
   6. Conference Website
      1. Update website to reflect available information for conference.
      2. Work with PT to identify information for conference website.
      3. Ensure that prospective attendees can register online for the conference and for tours.
   7. Refreshments
      1. Coordinate with New Mexico Highlands University (NMHU) for refreshments.
      2. If necessary, utilize state or match funds, schedule conference refreshments for morning and afternoon sessions.
      3. Work with NMHU to solicit bids from venues and service providers.
      4. Contract with vendors and service providers.
   8. Transportation
      1. Work with conference speakers to coordinate transportation.
      2. Coordinate transportation for conference speakers.
      3. Coordinate transportation for tours.
      4. Coordinate transportation from hotel to conference site.
   9. Conference sponsorship
      1. Work with PT to identify conference sponsors and ensure that sponsors will be recognized on website and in collateral materials.
   10. Conference housing
       1. Secure room block housing at local hotels.
       2. Set up room blocks for government employees.
       3. Coordinate housing for speakers.
       4. Ensure that a government rate is available to applicable personnel.
4. During Conference
   1. Be on site for the conference and available to assist if any issues arise.
   2. Coordinate volunteers.
   3. Oversee conference.
5. After the conference
   1. Work with PT to complete conference closing activities.
      1. Review bills and close out contracts with vendors, venues, and service providers.
      2. Work with PT to approve payments.
   2. Complete end of conference reporting working with PT.

Requirements:

Bachelor's degree and several years of experience in event/conference planning. Strong communication, organizational, and multitasking skills, and be able to work under pressure.

ATA Services, Inc., provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, we comply with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ATA Services, Inc., expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.