Convention Planner- SETC

Freelance • Accepting Proposals

Description

Company Description

Southeastern Theatre Conference (SETC) is a leading network for theatre practitioners in the United States, connecting professionals and emerging artists with opportunities in theatre nationwide. SETC offers a wide range of resources, year-round opportunities, services, publications, and products that support career growth and development. The organization plays a vital role in enhancing the practical, intellectual, and creative aspects of theatre in America. SETC is committed to fostering a thriving theatre industry by bringing together individuals and organizations from all areas of the field.

Overview

SETC seeks a Contract Convention Meeting Planner to lead logistical planning and execution of its 2027 Annual Convention, March 3–6, 2027 in Lexington. See an example of the 2026 Convention schedule here.

This multi-day convention serves approximately 4,000+ attendees and includes exhibitions, auditions, performances, and professional development programming across multiple venues, including Central Bank Center and Lexington Opera House. This is a contract, project-based role beginning in 2026, with full on-site presence required from March 1-7 2027. Strong performance may lead to an ongoing annual planning partnership.

Scope of Work

Program Planning & Scheduling

Develop and maintain the full convention schedule
Manage room assignments and space utilization
Build and maintain a comprehensive run of show (load-in through load-out)
Manage schedule updates within the convention app
Coordinate with staff to confirm session logistics

Logistics & Operations

Coordinate with venues and vendors on room setups, AV, and event needs
Manage AV and service contractor relationships
Oversee accessibility planning and staffing coordination
Lead on-site execution and real-time problem solving

Budget & Administration

Track expenses and support budget adherence
Assist with invoice processing, reconciliation, and post-event reporting
Identify opportunities to improve systems and efficiency

Qualifications

2–5 years managing events or 5–10 years supporting events

Experience supporting or planning association conferences, festivals, events, or trade shows

Experience with events serving 1,000+ attendees is ideal

Direct experience with multi-day, multi-room event execution

Ability to manage timelines, vendors, and complex logistics independently

Must be comfortable working in a resource conscious non-profit environment.

Proposal Requirements

Please include:

Summary of relevant experience and comparable events (size and role)

Brief description of your approach to planning and execution

1–3 relevant work examples

Availability through March 2027 (including on-site dates)

Proposed fee structure

Two professional references

To apply for this job

Apply online at https://airtable.com/apphcKclXvclW1ZqL/paggmp79IUVSaBfyc/form