Meeting & Event Planner

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.

·       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, able to enhance and uphold our brand reputation in the industry

·       Build and maintain strong relationships with all internal colleagues at CWT Meetings & Events and the broader CWT business.

Experience & Education –

Experience:

· years experience of working in a similar role within a comparable events agency

·       A clear understanding of the Meetings & Events industry with knowledge of the service areas within CWT Meetings & Events specifically

-      live events management

-      venue sourcing

-      group travel

·       Ability to manage event budgets of variable sizes

·       Adept at managing key client and internal relationships.

Skills & Attributes:

·       Proactive, enthusiastic, and charismatic approach to meeting supplier M&E objectives and a flexible, can-do attitude to work in general.

·       Good presentation, interpersonal, and written/verbal communication skills when working with clients and colleagues of all levels. Able to present ideas and results clearly, and creatively and to influence client decision-making.

·       Ability to work under pressure and prioritize workloads whilst maintaining attention to detail and meeting agreed deadlines (clients, suppliers, etc.), on simultaneous projects.

·       Willing to travel where projects require (internationally).

·       Understanding of Meeting and Events industry working hours, with a willingness to be onsite at unsociable hours as projects require.

·       Proactive approach that will support the attainment of CWT Meetings & Events growth objectives in the short and long term.

·       Self-motivated and able to work independently and as part of a team in a busy office environment.

·       A team player, able to be approachable yet tenacious, especially around best practice processes and behavior.

·       Ability to maintain a high degree of integrity and discretion.

·       IT literate with experience in using Microsoft Office tools.

·       Experience in using database tools such as Cvent is desirable.

·       Fluent written/verbal communication in English.