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 Overview
CWT Meetings & Events is seekingTeam Leader, Event & Planning
Position Description
*Meeting/Event Planning Process
oServes as project manager for pharmaceutical conventions/congresses, HCP meetings, POAs, incentives and/or internal meeting series.
oExperience with global requirements for HCP reporting, compliance, etc.
oDetermines the purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to the program.
oIdentifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet the needs of participants, identifies successful criteria for evaluation of the 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 of program debrief notes for inclusion in account review.
oServes as project manager on large conferences and/or meeting series and mentors other team members.
*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 a 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 operation's 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 relationships.
oDetermines food and beverage requirements that support program objectives.
oArranges ancillary programs with the meetings, including pre/post-meeting activities.
oArranges media and PR activities for the program.
oProvides program feedback to all stakeholders through summary and distribution of 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 the 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
Position Requirements
*Experience & education:
oAn equivalent experience and education may be considered.
oCollege diploma or degree in the related field.
o5 years of current relative experience for the following meeting types: pharmaceutical conventions/congresses, HCP meetings, including at least 2 years handling large and complex events.
oCMP or formal Project Management designation... 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.
