Senior Meeting & Events Planner

at Carlson Wagonlit Travel in Minnetonka, Minnesota, United States

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'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.

Position Description
*Meeting/Event Planning process
oServes as project manager on HCP Meetings (ad boards, steering committees, etc.) and/or meeting series.
oDetermines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program.
oIdentifies stakeholder needs, prepares planning agendas (topics, content, speakers), identifies successful criteria for evaluation of meeting and determines technology requirements.
oProactively escalates potential client, program, or delivery issues for timely resolution.
oPerforms time tracks as requested by management.
oResponsible for completing Statement of Works for clients.
oProvide program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
*Facilities & Services
oDetermines appropriate geographical location and venue.
oIdentifies services required, and coordinates security procedures.
oPlans, orders, and oversees technology requirements.
oConducts a pre-meeting briefing and post-con with suppliers and facility providers.
oPlans/creates agendas for site inspections.
oManagement of supplier partners and internal support areas to ensure quality and timely delivery.
*Financial & Contract Management
oIdentifies ancillary revenue sources and/or cost savings opportunities.
oDevelops budget for meeting which includes negotiating all vendor contracts independently related to a particular event.
oEnsures completion of payment and/or billing process.
oManages according to budget.
oConducts RFP process and determines fees for participation.
oResponsible for group reporting requirements.
oEnsures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.
oFinancial accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.
*Logistics
oEstablishes invitation/registration procedures, assesses risk management to determine insurance and operations needs, and determines exhibitor booth assignments/setup process.
oSecures and communicates transportation/travel arrangements.
oDetermines setup for function rooms including seating and AV.
oManages all food and beverage needs.
oPrepares and reviews housing reports in a timely manner.
oCoordinates shipping of materials.
oComplies with M&E technology usage as required.
*Program
oSecures speakers/entertainment and manages contractual relationship.
oDetermines food and beverage requirements that support program objectives.
oArranges ancillary programs in conjunction with the meetings including pre/post meeting activities.
oProvides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
oTravels onsite for assigned programs acting as the meeting owner.
oCollaborates with onsite Lead Travel Director.
oMay act in capacity of Trip Director.
*Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.
*Perform other duties as assigned.
#LI-remote
Qualifications
*  Experience & education:
oAn equivalent experience and education may be considered.
oCollege diploma or degree in related field.
o5 years of current relative meeting/event management experience, including at least 2 years handling large and complex events.
oCMP or formal Project Management designation preferred.
*Languages
oEffective communication in English.

*Knowledge, skills, and abilities (KSAs)
oUp to 50%
oExcellent knowledge of HCP compliance guidelines
oExcellent knowledge of Cvent, Concur, and Microsoft Office products
oExcellent travel industry knowledge.
oKnowledge of Project Management procedures and of electronic meeting management tools.
oExcellent oral/written communication skills to communicate internally and externally.
oExcellent critical thinking skills.
oStrong attention... For full info follow application link.

As an Equal Opportunity Employer/Affirmative Action employer, the organization will not discriminate in its employment practices due to an applicant's race, color, religion, sex, national origin, veteran status, disability status, sexual orientation, gender identity or any other federal, state or local protected class.