Event Planner

About This Role

This position is responsible for all aspects of full-service and a la carte meeting and incentive programs of various size and scope. The primary responsibility is to manage all facets of the planning process and be the primary point of contact for Events customers. This individual must be able to travel on-site and to client meetings as requested by the account.

Responsibilities

• Program management from concept to completion; to include meeting and striving to exceed program goals and objectives, contracting with suppliers, creating cost estimates for budget purposes, program execution and reconciliation
• Lead discovery calls to engage customer and learn about the meeting needs focusing on the goals and objectives of the program. Include all internal stakeholders
• Make destination recommendations; submit RFPs through Cvent for a diverse group of customers with consideration of the program goals, objectives, budget and space requirements
• Produce accurate documents/reports for clients and vendors in conjunction with account needs
• Conduct effective vendor negotiations and contract execution to include terms, due dates, cost savings and concessions for hotel/venue, ground transportation, DMC, audio-visual production, food & beverage, optional activities and other suppliers contributing to the success of the program. Facilitate contract execution between the parties in a timely manner
• Provide meeting owner/requester a summary of all terms, due dates, total costs and deposits to meet and exceed program timelines and deadlines
• Record accurate budget, cost, savings and contract execution in Cvent or applicable technology
• Ability to travel on-site with programs as needed. While on-site, employee should maintain a professional demeanor and project a positive reflection of Event Travel Management
• Manage program reconciliation, invoicing, accounts payable, and accounts receivables for each program; when applicable. Follow-up to ensure timely payment processing and revenue reconciliation
• Provide exceptional service and manage the relationship with the meeting owner. Proactively offer professional recommendations to the client based on industry knowledge and expertise. Secure repeat business
• Utilize time tracking for accurate billing by project
• Other duties as assigned

Requirements

• High school diploma or equivalent is required
• Minimum of five (5) years' event/meeting planning experience required
• Embrace CTM
• Professional, collaborative and supportive interaction with employees, clients, suppliers and vendors
• Ability to work independently as well as part of a team
• Appropriate and professional written and verbal communication
• Demonstrated ability to meet deadlines, handle and prioritize simultaneous requests