Senior Meeting

Senior Meeting & Events Planner
- (2200018Q)

**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 seeking** Senior Meeting and Events Planner **who will serve as the primary client liaison and project lead for meetings and events with varying degrees of complexity, as assigned by the Operations Manager. This position will be responsible for overall project management, from the early pre-planning stages through final billing and operational execution and will be responsible for managing various meetings and events at any given time. Project management work will include, but will not be limited to, creating and leading logistics and production teams, project budget creation and reconciliation, collaborating with internal associates and external partners, managing project timelines, and contract negotiations either in collaboration with a sourcing specialist or on their own.

**Position Description**
- **Meeting/Event Planning Process**
- Determines purpose of assigned meetings, prepares a project plan with specifications, and obtains pertinent historical information related to program.
- Manages and balances various meetings and events simultaneously.
- Identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet needs of participants, identifies successful criteria for evaluation of meeting and determines technology requirements.
- Performs time tracking as requested by management.
- Develops and manages a strategic project plan with established milestones and critical path.
- After objectives are identified and a project plan is created, manages a team of internal associates and external suppliers that will deliver against these objectives.
- Responsible for delivering objectives within budget and ensuring project timeline is progressing.
- Responsible for managing the tasks and workload among the project team.
- Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
- Supports colleagues and events throughout the department on a larger scale. You could be working as project lead or as support on a larger meeting.
- Collaborates with sourcing specialist and/or client to determine appropriate geographical location and venue.
- Identifies services required, and coordinates security procedures.
- Plans, orders, and oversees technology requirements in conjunction with technology vendors or partners and should be comfortable with event technology and A/V to partner with technology experts
- Conducts pre
- and post-meeting briefings with suppliers and facility providers.
- Plans/creates agendas for site inspections.
- Management of supplier partners and internal support areas to ensure quality and timely delivery.
- **Financial & Contract Management**
- Identifies ancillary and/or cost savings opportunities
- Develops budget for meeting which includes negotiating all vendor contracts independently related to a particular event.
- Ensures completion of payment and/or billing processes.
- Manages according to budget.
- Responsible for group reporting requirements.
- Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.
- Financial accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.
- **Logistics**
- Establishes invitation/registration procedures, assesses risk management to determine insurance and operations needs, and determines exhibitor booth assignments/setup process
- Oversees and/or organizes attendee management and communications
- 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.
- **Project Management**
- Conducts regularly scheduled status meetings from pre-launch through operation, and ongoing programs/events, with client and project teams
- 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 program, collaborating with int