Lead Meetings & Events Planner job Minnetonka Minnesota
Lead Meetings & Events Planner job Minnetonka Minnesota
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Lead Meetings & Events Planner Job

Employer Name: SpiderID: 7884974
Location: Minnetonka, Minnesota Date Posted: 8/23/2018
Wage: $55305 - $56305 per year Category: Travel Agent
Job Code: 1800044R

Job Description:

Do you share CWT Meetings & Events' passion for providing amazing experiences? If you are an enthusiastic team leader who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you.

As Lead Meetings and Events Planner, you will oversee the strategy, creative and logistic services of assigned CWT, Meeting & Events programs, with a specific focus in leading all aspects of programs from conception to execution of complex meetings and conferences with multiple components and teams. This position will also provide guidance to less experienced team members with program, budget and logistics oversight, ensuring a consistent standard of excellence and alignment across all programs.

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 large scale innovation programs.

Meeting/Event Planning process: Determines the purpose of the meeting, prepares project plan with specifications and detailed timelines, while collaborating with teammates and cross functional peers. Identifies stakeholder needs, prepares program outline (topics, content, and speakers), designs program details to meet needs of agenda and participants, identifies successful criteria for evaluation of meeting and determines technology requirements. Performs time tracks as requested by management. Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.

Facilities & Services: Determines appropriate geographical location and venue. Identifies services required, and coordinates security procedures and risk assessments. 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. Management of supplier partners and internal support areas to ensure quality and timely delivery.

Financial & Contract Management: Identifies ancillary revenue sources and/or cost saving opportunities. Develops budget for meeting which includes negotiating all vendor contracts, related to a particular event, including but not limited to, air, hotel, destination management company and all third party vendors, etc. Ensures completion of payment and/or billing process. Manages program according to pro forma budget. Conducts Request for Proposal (RFP) process and determines fees for participation. Responsible for group reporting requirements. Ensures adherence to standard or client deposit specifications, terms and conditions of client contract and billing guidelines. Financial accountability for programs.

Logistics: Establishes invitation/registration procedures, assesses risk management to determine insurance and operation's needs, and determines exhibitor booth assignments/setup process. Secures and communicates transportation/travel arrangements. Determines setup for function rooms including seating and Audio Visual requirements. 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 meeting owner. Collaborates with onsite Lead Travel Director.

Team Engagement: Provides technical guidance to team members and reviews their work for accuracy, completeness, comprehensibility and timeliness. Foster a positive team environment through collaboration and mutual respect. Connects with peers to identify the progress during the lifecycle of a program. Closely works with supervisor to identify opportunities for growth within each planner and provide feedback for performance reviews. Takes the lead on day to day customer service, operational opportunities or challenges. Collaborate with supervisor on team meetings and process distribution.

Standard Operating Procedures: Understand and ensure processes are being delivered consistently and alignment is met across the team. Provide continual process improvements to promote efficiencies and offer guidance on best practice and approach.

Contract Review: Review supplier contracts provided by less experienced team members per standard operating procedures to ensure accuracy, defined quality, and fully comprehend the terms and conditions set forth. Offer opportunities for further negotiations or best practice during contract review.

-College diploma or degree in related field
-Eight years of current relative meeting/event management experience, including at least four years handling large and more complex events
-Excellent knowledge of Microsoft Office products (Excel, PowerPoint, Word).
-Expert travel industry knowledge.
-Knowledge of Project Management procedures.
-Knowledge of Cvent event management tool is preferred
-Well-organized and excellent time management skills.
-Strong analytical skills and thought process.
-Excellent client-facing and internal communication skills.
-Excellent written and verbal communication skills with the ability to present ideas and results clearly and effectively to influence decision making.
-Seeks and implements opportunities to streamline processes.
-Strong collaboration skills with other planners to identify, understand and assess best practices to be implemented.
-Ability to work under pressure, cope with competing demands, establish priorities and deliver to fixed dates.
-Ability to create, maintain and work within a budget.
-Ability to liaise with other teammates to obtain support and knowledge.

Job Criteria:
Start Date:
Position Type: Full-Time Permanent
Years of Experience Required:
Education Required:
Overnight Travel:
Vacation Time:

Contact Information:
Contact Name: Carlson Wagonlit Travel Company Type:
Company: Carlson Wagonlit Travel

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