Meeting Planner

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward. 

Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E’s team of 1,800+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something. 

See what life is about at BCD M&E at bcdme.com/careers

Meeting Planner

We are seeking a Meeting Planner at BCD Meetings & Events to serve as the focal point from the Client’s event team, representing the client brand with vendor partners and key stakeholders. As a meeting planner you are responsible for developing and executing all necessary logistics for multiple client programs.

As a Meeting Planner, you will: 

• Consult with clients, co-workers, and service providers to determine objectives, requirements, and make recommendations for meetings and events.
• Update and maintain a planning timeline, ensuring milestones are met. The meeting planner takes a consultative approach as the subject matter expert (SME).
• Plan and execute the meeting or event according to stakeholders' guidelines and procedures, including:
  • Site selection and hotel contract negotiations' support
• Site search and selection for non-hotel venues
  • Vendor partner negotiations and contracts (accountable for reviewing all contracts for accuracy)
  • Food and beverage selection
  • Audiovisual equipment
  • Meeting space layout and setup
  • Special décor and themes
  • Entertainment
  • Hotel accommodations
  • Ground transportation
  • Off-site dinners
  • Teambuilding activities
  • Manage giveaways
• Develop, present, and execute ideas to enhance program outcomes while offering cost-effective solutions.
• Negotiate all vendor contracts in partnership with the client's purchasing team (when applicable) and sourcing partner to ensure vendor partners are compliant and meet the client's business and safety requirements. Build strong vendor relationships that can be leveraged by all Client event team members.
• Ensure accounting processes are followed, and financial deadlines are met.
• Be visible to the client's internal partners and stakeholders as a key priority.
• Strive for positive employee and customer experience, starting from the invitations and registration process through attending the program and departure.
• Provide leadership and training to on-site staff members as needed.
• Establish a safety plan for every program, working with the hotel director of security and the client's security team; communicate safety plan to all attendees. 
• Provide input for the creation of standard operating processes and best practices.
• Create and manage an approved program budget.
• Ensure vendor payments (POs) are established for the correct dollar amounts, invoices are provided, and all payments have been made.
• Review hotel and vendor partner invoices to ensure accuracy and capture cost savings or avoidance.
• Follow standard client compliance policies.

You’re good at

• Troubleshooting situations effectively and at the source. 
• Providing guidance or assistance for work activities as needed to complete task assignments. 
• Utilizing Cvent and Microsoft Office Suite. 
• Managing multiple priorities and adapting to changing circumstances. Exceptional problem-solving skills and ability to remain calm under pressure. 
• Collaborating effectively within a team. 
• Providing exceptional customer service and going above and beyond to ensure a positive attendee experience. 

You might also have 

• 3 – 5 years of experience in meeting planning within the life sciences industry.
• Cvent experience

You should know

• This role is virtual, open to candidates located in the US, and operates in the Eastern Time Zone. 
• Travel will be required for this role (~25%)

THE PERKS

Flexible Working
We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow
Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice
We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move
The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered
Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.
It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.
 

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the US for the position of Meeting Planner  is between $57,000 - $80,000. The actual pay depends on your skills, qualifications, experience, geographical location, and project budget.

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