Meeting Planner

CWT Meetings & Events is a global, full-service meetings and events agency with over 30 years of experience providing innovative solutions for both strategic meetings and event management. We live, breathe, and thrive on executing some of the most innovative events and finest meetings of all shapes and sizes.

We're a community of 1,400 meetings and event experts spanning 68 countries and we are continuing to grow. We are always on the lookout for talented people to join us on our journey and help us to exceed both our own expectations and those of our clients.

Position Overview

CWT M&E is seeking individuals with a passion for providing amazing experiences. If you are an enthusiastic event planner who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you.

In this exciting role, the Meetings & Events Planner, will own the planning and delivery of small and med-size meetings and events, with a specific focus on Medical Meetings (Congresses, Ad Boards, POAs, and Incentives) as well as actively assist in program delivery elements for larger scale and more complex Congresses, utilizing standard processes and procedures to achieve client satisfaction. As an Event Planner, you will work independently and as part of a project team, leading all aspects of assigned program components from conception to execution of meetings and conferences. We are looking for highly organized, detail-oriented individuals, who are flexible, can thrive in a fast-paced environment and handle multiple projects with tight deadlines. This role requires a high level of initiative, self-motivation, flexibility, creativity, and collaboration to be able to assists in the development, planning and execution of successful meetings and events.

This is an opportunity to get involved in our rapidly growing Meeting & Events team and grow professionally along with the business. We are looking for an experienced, rock star, events professional who can wrangle thousands of moving parts and is excited by the challenge of delivering creative and innovative programs.

Responsibilities:

Meeting/Event Planning process

• Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program.
• Identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet needs of participants, identifies successful criteria for evaluation of meeting and determines technology requirements.
• Proactively escalates potential client, program, or delivery issues for timely resolution.
• Performs time tracks as requested by management.

Facilities & Services

• Determines appropriate geographical location and venue.
• Identifies services required, and coordinates security procedures.
• Plans, orders, and oversees technology requirements.
• Conducts a pre-meeting briefing and post-con with suppliers and facility providers.
• Plans/creates agendas for site inspections.

Financial & Contract Management

• Identifies ancillary revenue sources and/or cost savings opportunities.
• Develops budget for meeting which may include vendor contract negotiations.
• Ensures completion of payment and/or billing process.
• Manages according to the budget.
• Conducts RFP process and determines fees for participation.
• Responsible for group reporting requirements.
• Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.

Logistics

• Establishes invitation/registration procedures, assesses risk management to determine insurance and operations needs, and determines exhibitor booth assignments/setup process.
• Secures and communicates transportation/travel arrangements.
• Determines setup for function rooms including seating and AV.
• Manages all food and beverage needs.
• Prepares and reviews housing reports in a timely manner.
• Coordinates shipping of materials.
• Complies with M&E technology usage as required.

Program

• Secures speakers/entertainment and manages contractual relationship.
• Determines food and beverage requirements that support program objectives.
• Arranges ancillary programs in conjunction with the meetings including pre/post meeting activities.
• Arranges media and PR activities for program.
• Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
• Travels onsite for assigned programs acting as the business lead meeting owner.
• Collaborates with onsite Lead Travel Director.

Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.

Identifies upselling opportunities and action or informs manager.

Perform other duties as assigned.

#LI-REMOTE

Position Requirements

• Experience
  • An equivalent experience and education may be considered.
  • College diploma or degree in related field.
  • 3 to 5 years of meeting/event management or customer service experience in hospitality.
  • Cvent experience is required.
  • CMP or formal project management designation preferred.
• Languages
  • Effective communication in English.
• Knowledge, skills and abilities (KSAs)
  • Good knowledge of Microsoft Office products.
  • Knowledge of Project Management procedures.
  • Travel industry knowledge preferred.
  • Knowledge of electronic meeting management tool preferred.
  • Excellent oral/written communication skills to communicate internally/externally.
  • Strong critical thinking, attention to detail, customer service and negotiation skills.
  • Strong organization skills that can coordinate multiple resources.
  • Ability to remain calm in fast-paced stressful situations.
  • Able to set priorities and multitask.
  • Ability to work as a team player and be self-motivated.
  • Ability to process financial information.
  • Ability to travel to events as necessary.
  • Ability to learn quickly and solve problems in a timely manner.
• Live and work by CWT values:
  • Leadership
  • Passion
  • Caring
  • Integrity

CWT is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.

CWT also offers opportunities to all job seekers including job seekers with disabilities. If you need reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email toTalentAcquisitonAmericas@mycwt.com. In your email, please include a description of the specific accommodation you are requesting and a description of the position for which you are applying.