CWT Meetings & Events
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 are continuing to grow. We are always on the lookout for talented people to join us on our journey and help us exceed our own expectations and those of our clients.
Position Overview
CWT Meetings & Events is seeking a Meetings and Events Planner
Position Description
- Meeting/Event Planning Process
- Determines the purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to the program.
- Identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet the 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.
- Performs 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/create agendas for site inspections.
- Financial & Contract Management
- Identifies ancillary revenue sources and/or cost savings opportunities.
- Develops a budget for meetings which may include vendor contract negotiations.
- Ensures completion of payment and /or billing process.
- Manages according to the budget.
- Conducts RFP process and determines fees for participation.
- Responsible for group reporting requirements.
- Ensures adherence to standard or client-specific deposit terms, terms and conditions of client contracts, and billing guidelines.
- Logistics
- Establishes invitation/registration procedures, assesses risk management to determine insurance and operations needs and determines exhibitor booth assignments/setup process.
- Secured 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 the 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 the program.
- Provides program feedback to all stakeholders through summary and distribution of program debrief notes for inclusion in account review.
- Travels onsite for assigned programs acting as the business leaders meeting owner.
- Collaborates with onsite Lead Travel Director.
- Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.
- Identifies upselling opportunities and action or informs manager.
- Perform other duties as assigned
#LI-REMOTE
Qualifications
Position Requirements
- Experience & Education:
- An equivalent experience and education may be considered.
- College diploma or degree in a related field.
- 3 years of meeting/event management or customer service experience in hospitality.
- CMP or formal project management designation preferred.
- Languages
- Effective communication in English.
- Knowledge, skills, and abilities (KSAs)
- Good knowledge of Microsoft Office products.
- Knowledge of Project Management procedures.
- Travel industry knowledge preferred.
- Knowledge of electronic meeting management tools is preferred.
- Excellent oral/written communication skills to communicate internally/externally.
- Strong critical thinking, attention to detail, customer service, and negotiation skills.
- Strong organizational skills that can coordinate multiple resources.
- Ability to remain calm in fast-paced stressful situations.
- Able to set priorities and multi-task.
- Ability to work as a team player and be self-motivated.
- Ability to process financial information.
- Ability to travel to events as necessary.
- Ability to learn quickly and solve problems in a timely manner.
CWT is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status