Conference & Events Planner

RTI International is an independent, scientific research institute dedicated to improving the human condition. Our vision is to address the world's most critical problems with technical and science-based solutions in pursuit of a better future. Clients rely on us to answer questions that demand an objective and multidisciplinary approach-one that integrates expertise across social, statistical, data, and laboratory sciences, engineering, and other technical disciplines to solve the world's most challenging problems.

We believe in the promise of science and technical solutions, and we push ourselves every day to deliver on that promise for the good of people, communities, and businesses in the US and around the world. If you are looking for the opportunity to make a real difference, RTI is the place for you.

This position iswithin the newly established Institute-wide integrated brand and marketing function. This team is a part of an evolving marketing and brand ecosystem designed to power institutional growth, strengthen market presence, and deliver consistent, high-value experiences across the buyer journey.

The Conference and Events Planner will independently manage and support the planning and coordination of the institute's participation in external conferences and tradeshows and oversee logistics for a high volume of onsite meetings and events on campus. Working within a small, centralized team, this role manages multiple concurrent, time sensitive projects and is responsible for full lifecycle event logistics, cross functional coordination, vendor management (including an external exhibit warehouse), shipping and asset management, and post event reconciliation. This role will report to the Manager, Conference and Events. The role will be based in RTP, NC.

Essential Duties

• Plan and execute logistics for in person conferences, tradeshows, and institute hosted onsite events and meetings.

• Manage the institute's exhibit and events calendar, tracking deadlines, milestones, and required approvals across a large portfolio of activities.

• Serve as a primary point of contact and liaison for internal clients, the executive team, marketing/communications partners, brand, facilities, security, GTS/AV, and external vendors.

Onsite campus meetings and events:

• Manage the Meeting Room Manager calendar for all institute managed rooms, including reservation intake, scheduling, and updates.

• Coordinate with requestors on availability, room selection, event requirements, and risk assessment.

• Obtain and track required approvals for outside guests, in alignment with campus security protocols and the visitor management system.

• Collaborate with facilities, security, and GTS to manage the shared events spreadsheet, ensuring room sets, AV/Zoom/tech, and security needs are clearly documented and executed.

• Coordinate catering orders with the in house caterer, including menu selection, dietary needs, headcounts, and budget parameters.

• Support high visibility and executive level meetings and events, including those involving the institute's executive leadership team.

• Conduct on-campus site visits and pre event walk throughs as needed to confirm room setups and logistics for higher profile or complex events.

• Provide day of onsite support for larger events and higher risk meetings to ensure smooth execution and serve as the primary logistics point of contact.

External conferences and tradeshows:

• Lead planning and logistics for external conferences and tradeshows, in partnership with the team's marketing lead and the sponsoring group or business unit.

• Manage registration and sponsorship procurement, exhibit space selection, and required show services (e.g., furnishings, electricity, internet, carpet, material handling).

• Coordinate design, production, and shipment of booth properties, collateral, and swag; provide creative input on booth layout, attendee engagement, and overall experience, in collaboration with the institute's brand function.

• Order and maintain tradeshow swag and giveaways for use across conferences and events, working with RTI's online swag store and the designated internal point of contact to ensure appropriate quantities, branding, and timely replenishment.

• Maintain and track the institute's shared inventory of corporate banners, backdrops, and other branded exhibit elements used across the organization.

• Serve as the primary logistics point of contact with the exhibit warehouse vendor, including coordination of shipping, receiving, re inventory of assets, and day to day communication.

• Coordinate outbound and return shipping of backdrops, booth items, collateral, and other materials for each conference and tradeshow, working with in house logistics, conference vendors, and carriers such as FedEx and UPS.

• Track all shipments, confirmations, and delivery timelines, proactively resolving issues or delays with vendors and carriers.

• Assist in the implementation and ongoing maintenance of an online exhibit asset catalog (e.g., ExhibitForce or similar platform), helping to ensure assets are accurately documented, organized, and accessible to internal stakeholders.

• Lead and document planning meetings with internal stakeholders to clarify goals, messaging, deliverables, and roles.

• Manage event budgets, including estimates, purchase requests, tracking of expenses, and post event reconciliation.

• Submit and track purchase orders in Oracle for conference and event related expenses, ensuring accurate coding and alignment with approved budgets.

• Track vendor invoices and payments for conferences and events, following up as needed to resolve discrepancies or delays.

• Reconcile company credit card charges related to conferences, tradeshows, and onsite events in a timely manner, ensuring receipts and documentation are complete and compliant with policy.

• Provide onsite booth support and event leadership for tier one conferences (primarily within the U.S.), including vendor oversight, troubleshooting, and coordination with internal teams.

Tools, systems, and post event:

• Use Asana (or equivalent work management tool) to create and maintain project plans, timelines, and task assignments for events.

• Use Captello and Cvent (or comparable platforms) for lead capture, registration, and event data management as required by the event.

• Prepare and assemble meeting and exhibit materials, including name badges, tent cards, handouts, and other collateral.

• Prepare final meeting and event documentation, including participant lists, budget summaries, and debrief notes.

• Re inventory exhibit assets post event, manage returns to units, and update records for future planning.

• Maintain accurate records of corporate banners, backdrops, and swag inventory, including usage, condition, and replenishment needs for future events.

• Bachelor's degree and 1 year of relevant experience or equivalent combination of education and experience
• To qualify, applicants must be legally authorized to work in the United States and should not require, now or in the future, sponsorship for employment visa status (e.g., H-1B visa status, etc.).

Preferred Experience:

• Demonstrated experience successfully supporting external and internal events at RTI, including campusbased meetings and events that require coordination with facilities, security, GTS, and catering.

• Demonstrated experience managing RTI's Meeting Room Manager calendar (or similar roombooking systems) and RTI's shared events and logistics tracking tools.

• Demonstrated experience leading or coleading RTI's participation in external conferences and tradeshows, including booth logistics, vendor/warehouse management, and onsite support.

• Experience with procurement and financial workflows for events, including submitting purchase orders in Oracle, tracking invoices and payments, and reconciling corporate credit card expenses in a timely manner.

Skills and Abilities:

• Experience managing logistics for inperson conference/tradeshow exhibits, meetings, and events ranging in size from small internal meetings to large conferences.

• Experience managing logistics for webinars and/or virtual tradeshows

• Experience planning meetings, conferences, and events for government and commercial clients.

• Knowledge of MS Word, Outlook, PowerPoint, Excel, Internet browsers.

• Experience utilizing online meeting registration software, including commercial or proprietary products.

• Familiarity with meeting technologies, including participant internet access, web-based meetings, registration management (i.e., Zoom, Eventbrite, Cvent), video conferencing and conference calls.

• Ability to work well and collaborate with others

• Attention to detail and accuracy.

• Ability to listen and communicate well both verbally and in writing.

• Ability to take direction and to work independently, managing individual workload and priorities

• Ability to reliably travel to site visits, printers, shipping offices, local meeting venues, etc. using personal or public transportation.

• Ability to travel several times throughout the year to conference/tradeshow/event locations and stay in those locations for multiple days. Ability to obtain proper security clearances.

• Ability to work in excess of 40 hours per week as workload and deadlines may require.

• Demonstration of the RTI Values and Lead Forward behaviors by all employees is critical to the Institute's success.

For San Francisco, CA USA Job Postings Only: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Further information is availablehere.

RTI accepts applications to our job openings from candidates with criminal histories or conviction records in accordance with all applicable laws, including the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

For Applicants in Massachusetts Only:It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

The anticipated pay range for this role is listed below. Our pay ranges represent national averages and may vary by location as a geographic differential may be applied to some locations within the United States. RTI considers multiple factors when making an offer including, for example: established salary range, internal budget, business needs, and education and years of work experience possessed by the applicant. Further, salary is merely one element to our offer.

At RTI, we demonstrate our commitment to rewarding individual and team achievement through a total rewards package. This package includes (among other things) a competitive base salary, a generous paid time off policy, merit based annual increases, bonus opportunities and a robust recognition program. Other benefits include a competitive range of insurance plans (including health, dental, life, and short-term and long-term disability), access to a retirement savings program such as a 401(k) plan, paid parental leave for all parents, financial assistance with adoption expenses or infertility treatments, financial reimbursement for education and developmental opportunities, an employee assistance program, and numerous other offerings to support a healthy work-life balance.