Meeting & Event Planner

2 months ago

Gurugram Haryana, India CWT Full time

Meeting & Event Planner
- (240000DM)

**Purpose of the Role -**

**About CWT Meetings & Events**:
CWT Meetings & Events is a global leader in event and meeting management. With an international reach of 1,600 event specialists across 74 countries worldwide, it delivers over 35,000 events annually for its customers from industries ranging from pharmaceutical and healthcare to technology, financial services, telecommunications, energy, automotive, and government. Leveraging Carlson Wagonlit Travel’s global expertise and network, CWT Meetings & Events creates a customized, holistic approach that delivers excellent results to clients.

**Main Responsibilities -**

The Meeting & Events Generalist is responsible for delivering successful delivery of event projects on time and within budget. Maintaining effective day-to-day contact with a range of clients and colleagues whilst communicating with other teams to ensure effective working. For all assigned events, the Project Generalist will be the key day-to-day project contact for the client.

Specifically, the Meeting & Events Generalist will:

- Undertake successful delivery of assigned live event projects to the highest service standards
- Manage a range of project tasks to ensure deliverables are on time, on budget, and brand
- Obtain venue/accommodation options for the client and act as the liaison between client and venue, in some circumstances working closely with the internal venue sourcing team
- Obtain travel options for the client and act as the liaison between the client and transport provider, in some circumstances working closely with the internal group travel team (when over 10 people)
- Support the development of strong relationships with new and existing clients to encourage account growth, as part of a team
- Work with the Account Management team to guide the use of the full range of M&E services provided by CWT Meetings & Events to encourage upselling.

**Key Accountabilities**:

- Build and maintain strong relationships with all key account contacts. Demonstrate a thorough understanding of the client business and corporate objectives, and influence client thinking in a way that mutually benefits the client and CWT Meetings & Events
- Support the planning of a range of simple live event projects to ensure the following:

- client service satisfaction
- manage performance to agreed client service level agreements
- ensure successful project delivery on time and budget
- achieve pre-agreed event profitability targets
- Support event project tasks including:

- initial brainstorms, kick-off meetings
- budgets /reconciliation
- project plans/timelines
- tracking of individual billable hours
- delegate management
- onsite event management
- other event tasks required to deliver the project to an excellent standard
- Source suitable venues/accommodation for clients’ including conferences/meetings/events. Prepare client venue/accommodation proposals in a suitable format and act as liaison between the client and the venue. Process all confirmations, amendments, and cancellations as necessary
- Ensure new inquiries are input into in house system (Cvent) and ensure efficient turnaround on enquiries meeting internal and client SLAs. Follow set process/policy attributed to each client and ensure events are reconciled and past to processing/payment by due dates, with an in-house system (Cvent) updated with final details
- Ensure client brand objectives and messaging have been achieved and all branded materials comply with brand guidelines where possible
- Ensure that quality processes and tools are incorporated into all daily activities to drive process efficiencies and maintain the highest client service standards
- Ensure contingency plans are created and in place to effectively manage crises and support business continuity related to the allocated client account
- Manage venues, undertake site surveys, and assist the client in making the right venue choices. Liaising with venues to ensure they are briefed and deliver an excellent service for the client
- Build and maintain effective supplier relationships, manage contracting and ongoing communications with all third-party suppliers, leverage volume discounts, undertake contract reviews, check emergency procedures, and process third-party payment requests as required.
- Work effectively onsite running small events and supporting larger events as required, to ensure the smooth running of the day
- Manage allocated project inboxes to ensure timely and accurate responses to clients, delegates, and suppliers
- Manage, review, and update event budgets submitting to the relevant senior manager within CWT M&E (depending on the value of the project) for approval. Finalise all post-event budget reconciliations, and pro-actively chase for outstanding supplier invoices
- To keep your line manager informed of any potential issues or positive feedback received
- Be an ambassador for the CWT Meetings & Events brand, a

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