Job Description

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\xe2\x80\x99re 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 Meetings & Events is seeking a Meetings & Events Planner.

Position Description

Meeting/Event Planning process

\xc2\xb7 Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program.

\xc2\xb7 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.

\xc2\xb7 Proactively escalates potential client, program, or delivery issues for timely resolution.

\xc2\xb7 Performs time tracking as requested by management.

Facilities & Services

\xc2\xb7 Determines appropriate geographical location and venue.

\xc2\xb7 Identifies services required, and coordinates security procedures.

\xc2\xb7 Plans, orders, and oversees technology requirements.

\xc2\xb7 Conducts a pre-meeting briefing and post-con with suppliers and facility providers.

\xc2\xb7 Plans/creates agendas for site inspections.

Financial & Contract Management

\xc2\xb7 Identifies ancillary revenue sources and/or cost savings opportunities.

\xc2\xb7 Develops budget for meeting which may include vendor contract negotiations.

\xc2\xb7 Ensures completion of payment and /or billing process.

\xc2\xb7 Manages according to the budget.

\xc2\xb7 Conducts RFP process and determines fees for participation.

\xc2\xb7 Responsible for group reporting requirements.

\xc2\xb7 Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.

Logistics

\xc2\xb7 Establishes invitation/registration procedures, assesses risk management to determine insurance and operation\xe2\x80\x99s needs, and determines exhibitor booth assignments/setup process.

\xc2\xb7 Secures and communicated transportation/travel arrangements.

\xc2\xb7 Determines setup for function rooms including seating and AV.

\xc2\xb7 Manages all food and beverage needs.

\xc2\xb7 Prepares and reviews housing reports in a timely manner.

\xc2\xb7 Coordinates shipping of materials.

\xc2\xb7 Complies with M&E technology usage as required.

Program

\xc2\xb7 Secures speakers/entertainment and manages contractual relationship.

\xc2\xb7 Determines food and beverage requirements that support program objectives.

\xc2\xb7 Arranges ancillary programs in conjunction with the meetings including pre/post meeting activities.

\xc2\xb7 Arranges media and PR activities for program.

\xc2\xb7 Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.

\xc2\xb7 Travels onsite for assigned programs acting as the business lead meeting owner.

\xc2\xb7 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.

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Qualifications

Position Requirements

Experience & education:

\xc2\xb7 3 years of meeting/event management experience.

\xc2\xb7 Experience in virtual/hybrid meeting planning required.

\xc2\xb7 Cvent proficiency.

\xc2\xb7 Cvent Virtual Attendee Hub proficiency.

\xc2\xb7 College diploma or degree in related field.

\xc2\xb7 An equivalent experience and education may be considered.

\xc2\xb7 CMP or formal project management designation preferred.

Languages

\xc2\xb7 Effective communication in English.

Knowledge, skills and abilities (KSAs)

\xc2\xb7 Good knowledge of Microsoft Office products.

\xc2\xb7 Knowledge of Project Management procedures.

\xc2\xb7 Travel industry knowledge preferred.

\xc2\xb7 Knowledge of electronic meeting management tool preferred.

\xc2\xb7 Excellent oral/written communication skills to communicate internally/externally.

\xc2\xb7 Strong critical thinking, attention to detail, customer service and negotiation skills.

\xc2\xb7 Strong organization skills that can coordinate multiple resources.

\xc2\xb7 Ability to remain calm in fast-paced stressful situations.

\xc2\xb7 Able to set priorities and multitask.

\xc2\xb7 Ability to work as a team player and be self-motivated.

\xc2\xb7 Ability to process financial information.

\xc2\xb7 Ability to travel to events as necessary.

\xc2\xb7 Ability to learn quickly and solve problems in a timely manner.

Special Working Conditions and Physical Demands

\xc2\xb7 Ability to travel 20-25%.

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 a reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email to . 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.

CWT