Meeting Planner Jobs

Meeting Planner

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 exceed our own expectations and those of our clients.

Position Overview

CWT Meetings & Events is seeking a Meeting Planner

Do you share CWT Meetings & Events’ passion for providing amazing experiences? If you are an enthusiastic event planner who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you.

As an Event Planner, you will work independently and as part of a project team to service the logistics of assigned CWT Meeting & Events programs, with a specific focus in leading all aspects of assigned program components from conception to execution of meetings and conferences.

This is an opportunity to get involved in our rapidly growing Meeting & Events team and grow professionally along with the business. We are looking for an experienced, rock star, events professional who can wrangle thousands of moving parts and is excited by the challenge of delivering creative and innovative programs.

Position Description

• Proactively escalates potential client, program, or delivery issues for timely resolution. Performs time tracks as requested by management
• Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program
• Identifies stakeholder needs, prepares program outlined (topics, content, speakers), designs program details to meet needs of participants, identifies successful criteria for evaluation of meeting and determines technology requirements
• Project Management:
  • Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program
  • Identifies stakeholder needs, prepares program outlined (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. Performs time tracks as requested by management
  
  

• Conducts a pre-con meeting briefing and post-con with suppliers and facility providers
• Facilities & Services:
  • Source negotiate and contract venues and hotels to client specifications to meet their event needs
  • Identifies venues, excluding hotels, for evening events or private functions.
  • Identifies services required, and coordinates security procedures
  • Plans, orders, and oversees technology requirements
  • Conducts a pre-con meeting briefing and post-con with suppliers and facility providers
  • Plans/create agendas for site inspections
  
  
• Source negotiate and contract venues and hotels to client specifications to meet their event needs
• Identifies services required, and coordinates security procedures
• Plans/create agendas for site inspections
• Plans, orders, and oversees technology requirements
• Identifies venues, excluding hotels, for evening events or private functions.

• Ensures completion of payment and/or billing process
• Ensures adherence to standard or client-specific deposit terms, terms and conditions of a client contracts, and billing guidelines
• Manages according to the budget
• Financial & Contract Management:
  • Identifies ancillary revenue sources and/or cost savings opportunities
  • Develops a budget for the meeting which may include vendor contract negotiations
  • Ensures completion of payment and/or billing process
  • Manages according to the budget
  • Responsible for group reporting requirements
  • Ensures adherence to standard or client-specific deposit terms, terms and conditions of a client contracts, and billing guidelines
  
  
• Develops a budget for the meeting which may include vendor contract negotiations
• Identifies ancillary revenue sources and/or cost savings opportunities
• Responsible for group reporting requirements

• Identifies upselling opportunities and action or informs manager.
• Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.
• Secures speakers/entertainment and manages the contractual relationship
• Secures and communicates transportation/travel arrangements
• Determines food and beverage requirements that support program objectives
• Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review
• Arranges media and PR activities for the program
• Logistics:
  • Establishes invitation/registration procedures, assesses risk management to determine insurance and operation needs, and determines exhibitor booth assignments/setup process
  • Secures and communicates 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
    
• Prepares and reviews housing reports in a timely manner
• Manages all food and beverage needs
• Collaborates with onsite Lead Travel Director
• 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 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
    
• Complies with M&E technology usage as required
• Travels onsite for assigned programs acting as the business lead meeting owner
• Coordinates shipping of materials
• Establishes invitation/registration procedures, assesses risk management to determine insurance and operation needs, and determines exhibitor booth assignments/setup process
• Arranges ancillary programs in conjunction with the meetings including pre/post-meeting activities
• Performs other duties as assigned.
• Determines setup for function rooms including seating and AV

#LI-REMOTE

Position Requirements

Experience & Education:

• Able to work under pressure, cope with competing demands, establish priorities and deliver to fixed dates
• Foster diversity, be inclusive, think globally and drive engagement
• CMP or formal Project Management designation
• Strong knowledge of Microsoft Office products
• Facilitates collaborations with teammates to obtain support and knowledge
• Can negotiate, influence, take risks and communicate with senior business leaders
• Leadership
• Customer service skills
• Passion
• 4-8 years of meeting and event management experience including at least 2 year of support large-scale events.
• Project management procedures
• Attention to detail
• Caring
• Excellent oral/written communication
• Critical thinking
• Knowledge, skills and abilities (KSAs)
  • Strong knowledge of Microsoft Office products
  • Cvent meeting technology tool preferred
  • Project management procedures
  • Travel industry knowledge preferred
  • Excellent oral/written communication
  • Critical thinking
  • Attention to detail
  • Customer service skills
  • Sourcing, negotiating and contracting skills
  • Organizational skills
  • Able to work under pressure, cope with competing demands, establish priorities and deliver to fixed dates
  • Facilitates collaborations with teammates to obtain support and knowledge
  • Anticipates issues and proactively propose solutions
  • Develops solid interpersonal relationships through strong communication and problem solving skills
  • Can negotiate, influence, take risks and communicate with senior business leaders
  • Foster diversity, be inclusive, think globally and drive engagement
  • Preferred Location Near NYC or Central timezone
• Organizational skills
• Integrity
• Travel industry knowledge preferred
• Education: College diploma or degree in a related field.
• Live and work by CWT values:
  • Leadership
  • Passion
  • Caring
  • Integrity
  
  
• Develops solid interpersonal relationships through strong communication and problem solving skills
• Experience: 4-8 years of event planning preferred
  • 4-8 years of meeting and event management experience including at least 2 year of support large-scale events.
  • CMP or formal Project Management designation
• Sourcing, negotiating and contracting skills
• Anticipates issues and proactively propose solutions
• Preferred Location Near NYC or Central timezone
• Cvent meeting technology tool preferred

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.

CWT also offers opportunities to all job seekers including job seekers with disabilities. If you need a reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email to [email protected]. In your email please include a description of the specific accommodation you are requesting and a description of the position for which you are applying.

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