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 2,000 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

Meetings Planner

Full time, Bengaluru

India (Work from Office) – Client Base

Client Base Address: Sattva Horizon, Survey No. 6/1 and 7/1, Vinayak Nagar, Kattigenahalli, Venkatala Village, Yelahanka Hobli, Bengaluru – 560064 

Execution of end-to-end meetings and events to include creative concept proposals, sourcing, negotiating, contracting, planning, attendee management, onsite execution, and reconciliation. Ensures meetings and events are successfully sourced and contracted to Client expectations including meeting specifications, budget parameters and Client policies.  Upon contract execution, plan all logistics and manage attendees according to necessary timeline.  Travel onsite 15-30% to oversee suppliers and ensure excellent service delivery.  These meetings and events can be complex in nature requiring high touch and outstanding customer service. 

This role will also be a point of contact to educate the Event Owners in India on our services so effective and strong communications skills are essential. 

Your responsibilities:

Client Management

• Lead stakeholder engagement and relationship development with client’s on‑site M&E team.
• Educate key stakeholders to increase meeting services volume in India.

Sourcing

• Conduct kick‑off calls with client and resources to gather meeting details.
• Research venues strategically to meet client specifications.
• Communicate internal policies clearly to client.
• Provide consultative suggestions to ensure meeting success.
• Follow client sourcing process effectively.
• Create initial budget for client approval.
• Initiate e‑RFPs to collect availability and pricing.
• Prepare availability reports per client SLAs.
• Present targeted recommendations to client.
• Block and release space as required.
• Manage contracting process, including addendums and negotiations.
• Drive cost‑saving initiatives and document savings.
• Coordinate site inspections and prepare materials.
• Manage cancellations, penalties, and credits.
• Build strong client relationships for repeat satisfaction.
• Offer creative solutions to enhance attendee experience.

Vendor Relations

• Leverage strategic partners for service quality, risk minimization, and pricing advantage.
• Maintain ethical vendor interactions per standards.
• Develop strong vendor relationships, especially NSOs.
• Negotiate and execute supplier contracts to meet SLAs.
• Follow RFP guidelines for vendors.
• Maintain positive supplier relationships.
• Uphold professionalism and integrity in negotiations.
• Stay updated on destinations, seasonal options, and “hot dates.”
• Escalate vendor challenges to leadership.
• Participate in supplier virtual presentations.

Planning

• Act as main client contact, ensuring clear objectives and outcomes.
• Manage program budgets within approved spend.
• Maintain timelines and meet deadlines.
• Oversee creative direction and development of program websites.
• Negotiate ancillary contracts (transportation, entertainment, décor).
• Monitor supplier service levels and resolve issues.
• Recommend on‑site operations staff based on scope.
• Track hotel/supplier attrition, cancellations, deposits.
• Prepare supplier payment requests.
• Coordinate VIP needs during planning and execution.
• Prepare logistics, reports, and specs for seamless turnover.
• Travel on‑site (15–30%) as lead representative.
• Conduct debriefings and reconcile final billing.

Attendee Management

• Handle day‑to‑day attendee queries.
• Update attendee data in meeting technology daily.
• Troubleshoot registration issues.
• Provide reporting on acceptance/decline rates.
• Manage room blocks and attrition with client and hotels.
• Ensure accurate arrival/departure manifests.
• Coordinate with air agents for flight accuracy.
• Perform final quality control of event reports.
• Deliver reports to client, suppliers, and onsite staff.

Data Integrity

• Maintain accurate data in meeting technology tools across sourcing, planning, and billing.

Other

• Additional duties may be assigned as required.

We’re looking for you if your profile matches the following:

Essential Skills & Abilities:

• Communicate effectively (verbal and written) in both local language and English.
• Report to work promptly and regularly at the client office.
• Take direction well and collaborate effectively with others.
• Work under pressure and meet deadlines.
• Maintain focus and accuracy while meeting productivity standards.
• Adapt to change and handle additional tasks as assigned.

Education / Knowledge / Experience (subject to local laws and practices)

• Bachelor’s degree in a relevant field preferred.
• Proven experience in end‑to‑end event planning: concept proposals, sourcing, negotiation, planning, attendee management, onsite execution, and reconciliation.
• Track record of delivering proactive, creative solutions to exceed client expectations.
• Demonstrated ability to lead complex meetings within timeline and budget constraints.
• Strong communication, interpersonal, and presentation skills.
• Flexible, consultative, and independent thinker—balancing SOPs with creative solutions.
• Upholds confidentiality and ethics with clients and supplier partners.
• Effective under time pressures and shifting deadlines.
• Skilled at initiating and leading cross‑functional and cross‑regional teams.
• Proficiency in Mac OS and/or Microsoft Office.
• Familiarity with group air arrangements.

Other Requirements

• Ability to work other shifts, weekends, and beyond 40 hours/week when necessary.

Travel (for designated positions)

• May require domestic and international travel.

Your work location:

Bengaluru, India (Work from Office) – Client Base

Client Base Address: Sattva Horizon, Survey No. 6/1 and 7/1, Vinayak Nagar, Kattigenahalli, Venkatala Village, Yelahanka Hobli, Bengaluru – 560064 

How to apply:

Click apply now to be considered

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.

We’ve got you covered our extensive benefits include comprehensive healthcare, 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.