Job Description
Job DescriptionSalary:
ABOUT NFDA
The 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 OVERVIEW
NFDA 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 DETAILS
Contract Type
Freelance / Project-Based
Location
Remote, with required on-site presence during the event
Duration
Up to 4 months (estimated engagement: April August 2026)
Hours
Flexible; aligned with planning milestones and event needs
Reports To
NFDA Meetings & Events Staff
Compensation
Project-based rate commensurate with experience and scope
ABOUT THE EVENT
Event
2026 NFDA Leadership Conference
Dates
August 2 5, 2026
Format
Three half-day conference sessions, board meetings, welcome reception, and closing celebration
Attendance
Approximately 220 participants (board members, senior leaders, and invited guests)
Audience
NFDA board and committee leadership, state association executives, and invited guests
KEY RESPONSIBILITIES
Registration and Attendee Management
- Design and manage the end-to-end registration process, including system setup, confirmations, and ongoing attendee communication
- Monitor registration activity, identify issues proactively, and resolve attendee inquiries in a timely and professional manner
- Maintain accurate attendee lists and manage data integrity throughout the planning cycle
Housing and Travel Logistics
- Coordinate hotel room block management, including pickup tracking, rooming list submissions, and attendee room assignments
- Manage travel logistics and coordination for key stakeholders as needed, including ground transportation and arrival/departure schedules
- Serve as the primary point of contact for hotel housing inquiries and escalations
Vendor and Partner Management
- Manage relationships with event vendors, including AV, catering, dcor, and other event partners
- Review and negotiate vendor contracts, ensuring compliance with agreed-upon scopes and service levels
- Coordinate vendor deliverables, timelines, and day-of logistics to ensure seamless execution
Budget Tracking and Financial Reconciliation
- Maintain and track the event budget throughout the planning cycle, ensuring accuracy and cost discipline
- Review and reconcile all vendor invoices against contracted services and approved budgets
- Compile final financial reconciliation and post-event expense summary for NFDA staff review
On-Site Execution
- Serve as a hands-on operational lead during the event, managing setup, vendor coordination, and real-time troubleshooting
- Ensure a seamless and high-quality attendee experience from arrival through departure
- Supervise event flow and proactively address issues as they arise
Post-Event Reporting
- Compile post-event summary reports including attendance, budget performance, and key operational metrics
- Document lessons learned and provide actionable recommendations for future events
- Records standard operating procedures for future use
QUALIFICATIONS
Required
- Minimum of 4 years of professional meeting and event planning experience
- Demonstrated success managing events of comparable size (150300 attendees) from planning through execution
- Strong command of event budgeting, contract review, and vendor management
- Exceptional organizational skills with the ability to manage competing priorities across overlapping timelines
- Excellent written and verbal communication skills; comfortable working with senior stakeholders
- Proven ability to work independently, exercise professional judgment, and escalate appropriately
Preferred
- Prior experience working with associations, nonprofits, or membership organizations
- Certified Meeting Professional (CMP) designation
- Familiarity with Asana or comparable project management platforms
- Experience managing VIP or board-level events with heightened service expectations
SKILLS & TOOLS
- Project management and task tracking (Asana or similar preferred)
- Budget development, tracking, and variance analysis
- Contract negotiation and vendor relationship management
- Event registration platforms and housing management systems
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Collaborative communication tools (Teams, Slack, or similar)
WHY WORK WITH NFDA
NFDA 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 APPLY
Interested 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.