Meetings & Events Planner

  • 3-5 Year
  • Toronto
  •   Posted On: August 17, 2018
  •   Skills:  Communication, Excel, Hospitality Management, Project Management

Job Overview

Roles & Responsibilities

Responsible:

Own the delivery and execution of assigned Meeting and Events programs. Provide end-to-end meeting management in all program delivery elements utilizing standard processes and procedures to achieve client satisfaction.

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 outlined (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.

Performs other duties as assigned.

Qualifications 

c
ollege diploma or degree in related field. 

Three years of meeting/event management experience or customer service experience in the hospitality industry. CMP or formal Project Management designation preferred.

Good knowledge of Microsoft Office products (Excel, PowerPoint, Word).

Knowledge of Project Management procedures.

Travel industry knowledge preferred.

Knowledge of electronic meeting management tool preferred.

Excellent oral/written communication skills to communicate internally and externally. Excellent critical thinking skills. Strong attention to detail. Strong customer service skills. Strong negotiating skills. Strong organizational skills that can coordinate multiple resources. Strong planning skills.

Ability to remain calm in stressful situations.

Set priorities and multitask in a fast-paced, multi-project environment.

Ability to work well as a team player. Ability to be self-motivated. Ability to process financial information. Ability to problem solve independently and in team situations. Ability to learn new information quickly.

Travel to events as needed.

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