Meeting Planner

Essential Duties and Responsibilities:

Sourcing:    

• Schedule and run "kick-off" call with Client and other necessary resources to obtain meeting details in preparation for sourcing.
• Consult with Client during research of venues to ensure a strategic, targeted search ensuring Client requirements are met in meeting specifications.
• Understand and effectively communicate all internal policies to Client.
• Consult with meeting Client and make appropriate suggestions to ensure meeting success.
• Ability to effectively follow Client sourcing process.
• Create initial budget for Client approval.
• Initiate e-RFP to collect availability and pricing for meetings.
• Prepare Availability Report for Client in accordance with standards and established Client SLAs.
• Present availability to Client with targeted, strategic recommendations.
• Block appropriate space and release all space not needed on a timely basis.
• Manage contracting process, including use of Client Addendums, and effective negotiating of contract T&Cs, in accordance with established standards and best practices.
• Focus on cost savings initiatives; track and document cost savings.
• Coordinate site inspections (as necessary) with suppliers, Client and other resources. Prepare appropriate site inspection material for Client.
• Manage cancellations as necessary; monitor and maintain cancellation penalties for rebook opportunities and seek to utilize available cancellation credits.
• Develop and maintain relationships with Client to ensure repeat satisfaction.
• Rely upon past experiences to offer creative solutions and recommendations to elevate the attendee experience and provide “a little more, a little better” to each meeting or event.

Vendor Relations:

• Utilize strategic partners for quality of service, minimization of risk, and maximum pricing advantage.
• Operate in an ethical manner with vendors, in accordance with established standards.
• Develop strong relationships with all vendors, but particularly designated NSOs.
• Negotiate and execute all supplier contracts for the best possible prices and concessions in order to achieve contractual client SLAs.
• Follow RFP guidelines for vendors.
• Maintain positive supplier relationships.
• Maintain the highest level of quality, professionalism, and integrity when negotiating with suppliers and interacting with clients and colleagues.
• Keep abreast of new destination options, well-priced seasonal destination options, and "hot date" offerings.
• Escalate vendor challenges to appropriate leadership.
• Participate in supplier webex presentations, as scheduled.

Planning:

• Day to day/main contact with Client providing consultative approach to program planning, ensuring the Client has identified clear objectives for the outcome of the meeting, conference or program and determine steps to ensure these objectives are achieved.
• Manage day-to-day program budgets to stay in line with pre-approved spend.
• Manage a program timeline and meet deadlines accordingly.
• Facilitate the creative direction and overall development timeline of program web sites, proofread, present and gain Client approval.
• Negotiate and purchase ancillary contracts such as ground transportation, entertainment and décor elements via preferred supplier partners.
• Monitor supplier service levels. Address and resolve service issues directly with supplier in a professional manner. Escalate continuing issues to direct Supervisor as needed.
• Devise on-site program operations staff recommendations based on specific role and responsibility, scope of program and continuity with respective Client. 
• Track and manage hotel and all supplier attrition, cancellation and deposit schedules.
• Prepare program related Payment Request Forms for suppliers.
• Coordinate and execute Client VIP special needs during planning and program execution.
• Prepare documents to communicate on-site travel director notes, logistic plans, final reports, program specs and all other pertinent program related planning materials for a seamless turnover and onsite execution.
• Travel on-site as directed and serve as lead representative for suppliers and Client.
• Conduct internal and Client debriefings as needed.
• Reconcile all final billing via Lead Travel Director on site to complete final billing reconciliation.

Attendee Management:

• Manage day to day customer service by answering all attendee questions.
• Update attendee personal information in meeting technology to ensure all changes are up to date on a daily basis.
• Troubleshoot registration issues and answer any questions Client may have while managing the day to day registration of the program.
• Provide ongoing reporting, as needed, to measure acceptance and decline rates
• Manage room blocks to ensure registration does not exceed availability.  Work with Client to determine any additional rooms needed.  Communicate requests directly to hotel and review associated hotel addendum with Client.  Consult with Client at attrition cut-off dates.  Communicate desired rooms reduction with hotel at attrition dates
• Ensure arrival/departure manifests are accurate and communicated to ground supplier(s).
• Work with assigned air agent to ensure all attendee flight information is accurate.
• Final quality control of all event reports (i.e., rooming list, arrival/departure manifest, activities roster, special requests noted and communicated) for assigned programs to ensure accuracy and completeness.
• Manage and deliver all necessary reports to Client, supplier partners and onsite travel staff as needed.

Data Integrity:

• Maintain all data in meeting technology tool to ensure data quality throughout sourcing, planning and final billing processes and achieve SLA standards for data correctness.

Other:

• This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this position.  The employee may be asked to perform other duties and responsibilities, as necessary.

Education / Knowledge / Experience:

Essential:

5-7 years of end-to-end event planning experience including creative concept proposals, sourcing, negotiating, planning, attendee management, onsite execution, and reconciliation.

Proven record of providing proactive, creative solutions in order to exceed Client expectations

Demonstrated ability in leading complex meetings within timeline and budget constraints

Excellent communication, interpersonal and presentations skills to provide clear and effective communication

Ability to be flexible, consultative and an independent thinker understanding that SOPs are important, but creative solutions are important as well.

Preferred:

Drives, and is accountable for, the highest standards of confidentiality and ethics with meetings and hosts and supplier partners

Works well under time pressures and changing deadlines

Highly effective at initiating and leading cross-functional and cross-regional teams by building collaborative relationships

Familiarity with group air