Event Planner

Purpose Of The RoleCWT 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’re 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.CWT Meetings & Events is seeking an Event Planner.Main ResponsibilitiesMeeting/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 outlines (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. Preforms 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 ManagementIdentifies 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. 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 communicated 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. QualificationsExperience & Education: An equivalent experience and education may be considered. 3 years of current relative meeting/event management or customer service experience in hospitality. Languages Effective communication in English. Knowledge, Skills And Abilities (KSAs)Good knowledge of GDS Travel Platform. Good knowledge of Microsoft Office products. Knowledge of Project Management procedures. Travel industry knowledge preferred. Knowledge of electronic meeting management tool preferred. Excellent oral/written communication skills to communicate internally/externally. Strong critical thinking, attention to detail, customer service and negotiation skills. Strong organization skills that can coordinate multiple resources. Talent to work as a team player and be self-motivated. Capability to process financial information. Ability to remain calm in fast-paced stressful situations. Ability to set priorities and multitask. Ability to travel to events as necessary. Ability to learn quickly and solve problems in a timely manner.