Job Description

Job Title: Meetings and Events Planner

Job Status: Full-time

Job Summary: Under general supervision, the Meetings and Events Planner uses advanced skills gained through training and experience to coordinate and arrange all aspects in the preparation and execution of all tours, meetings, conferences, and special events for the organization. Proven ability to manage a high volume of meetings and events per year. Manage multiple priorities and work in a fast-paced environment while building constructive and effective relationships is needed to successfully meet objectives.

Essential Duties and Responsibilities:

• Organize and coordinate the tour, meeting, conference and/or special event
• Prepare project plans and specifications and obtain historical information related to the program
• Identify key stakeholders and needs
• Understand technology requirements and plan, order and oversee arrangements to ensure requirements are met
• Determine appropriate geographic location and venue
• Plan and create agendas for site inspections
• Secure speakers, event participants, dignitaries, etc… and manage contractual relationship if any based-on event
• Determine food and beverage requirements that support program objectives
• In conjunction with the Communications department; ensure appropriate media and PR activities are arranged for and executed
• Coordinate with the event owner and the fiscal department to develop event budget
• Conduct RFP process for all aspects of event process and operate within organizational procurement guidelines.
• Negotiate contracts with vendors related to events including air, hotel, etc…
• Establish invitation/registration procedures
• Assess risk management to determine insurance, security, and operation’s needs
• Secure and communicate transportation arrangements
• Determine setup for function rooms including seating, audio and video
• Ensure and order proper material to be available for event
• Visit various programs functioning as business leads
• Oversee and ensure completion of payment and/or billing processes
• Identify successful criteria for evaluation of tours, meetings, conferences and/or special events and create evaluation processes
• Conduct pre and post meeting briefings with suppliers and facility providers
• Oversee set-up, take down and facility management during meetings and events for all events and functions
• Identify maintenance, security and cleaning needs for events and communicate with appropriate areas to make available
• Proactively escalate potential client or program issues for timely resolution
• Provide program feedback to all stakeholders through regular contact and reporting
• Review progress of assignments with event partner and senior management
• Balance conflicting resources and priority demands
• Maintain currency in meetings and event industry information
• Performs other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities:

Knowledge of:

• Project management processes and techniques
• Contemporary meeting and event planning tactics and techniques
• Contract negotiation
• Budgets and capable of tracking expenses accordingly

Skill in:

• Communication
• Creative thinking
• Network savvy
• Great customer service
• Operating standard office equipment and using required software applications, including Microsoft Office

Ability to:

• Organize, manage, and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment
• Work on-site at events as needed, nights, weekends, and travel required

• Handle stressful situations and provide a high level of customer service in a calm and professional manner
• Work independently as well as collaboratively within a team environment
• Work under pressure on multiple projects concurrently and meet deadlines in a fast-paced work environment
• Incite enthusiasm and influence, motivate, and persuade others to achieve desired outcomes without organizational authority
• Partner with other functional areas to accomplish objectives
• Facilitate meetings, ensuring that all viewpoints, ideas, and problems are addressed
• Attention to detail while maintaining a big picture orientation
• Communicate effectively, both orally and in writing

• Establish and maintain effective working relationships with individuals both internally and externally

Educational/Previous Experience Requirements:

• Minimum Degree Required:
  • Bachelor’s Degree
• Required Disciplines:
  • Business Communications, Marketing, Public Relations, Nonprofit Management, Meeting and Event Management, Hospitality, or a related field

~and~

• At least 2- 3 years of experience in event planning or any equivalent combination of experience, education and/or training approved by Human Resources

Licenses/Certifications:

• Licenses/Certifications Required at Date of Hire:
  • Certified Meeting Professional designation preferred

Working Conditions:

Hours: Generally normal business hours. Longer/additional hours are required prior to and during major events/functions.

Travel Required: up to50% as needed

Working Environment:Generally, climate-controlled office environment. May include outside weather conditions based on event.

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