The corporate event planner plays an integral role in the travel department by managing and implementing incentive trips, business meetings and training academies. Exceptional people skills and a willingness to work in an ambiguous environment are key factors to success. The corporate event planner must be able to travel 40% of the time to assist senior staff in executing large events both domestically and internationally. This role is also responsible for the sourcing, planning, and execution of small to mid-sized events from beginning to end. This role will be an event owner for specific meetings in their entirety without assistance from senior staff.
Primary Duties & Responsibilities
Complete project timeline; establishes a work flow schedule with suppliers to facilitate prompt and accurate handling of all program details.
Utilize Cvent software to manage program from contract turn-over meeting to final bill completion
Manage and negotiate any hotel needs, destination management company (DMC), air and all third party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed
Coordinate all program details and logistica and produce a program itinerary / working agenda that outlines all program specifics and requirements.
Manage housing and registration for each program assigned.
Communicate between Marketing and meeting owners for registration/app requirements on assigned programs
Coordinate and possibly attend site inspections as needed
May conduct program debrief with meeting owner
Work with accounting to complete final bill, review final billing prior to final reconciliation
Maintain accurate records, system input, and complete file management in all meeting folders
Evaluate program impact and reassess objectives and outcomes; plan for continuous improvement
Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program
Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc
Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to Director of Corporate Travel and communicate changes on a consistent basis.
Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction
Partner with third party suppliers to arrange their services
Develop strong relationships with multiple contacts within company and supplier organizations.
Responsible for accurate meeting forecasting
Onsite execution and meeting ownership
Maintain Master Meeting & Event Calendar for the department
Assist Sr. Manager streamline tasks and processes as it relates to meetings & events
Required ExperienceKnowledge, Skills, & Abilities
Meeting & Events logistics, including Food & Beverage, Meeting Room Management, Audio Visual, Transportation, Room Setup, etc.
Forecasting & Budgeting
Registration & Housing
Cvent experience strongly preferred
Onsite meeting execution and ownership
Ability to work accurately and timely in order to meet deadlines.
Ability to be flexible and handle change well
Analytical skills required
Microsoft Word and Excel experience Intermediate to Expert level is preferred
Ability to travel up to 40%
Ability to Multi-task and close projects within a predetermined timeline
Education & Work Experience required
Bachelor's Degree (or equivalent experience)
CMP a plus but not required
Prior planning experience for meetings ranging from 20 -300 attendees
Domestic and International planning experience
Onsite meeting execution
Event Registration and Housing experience
Job Location Mckinney, Texas, United StatesPosition TypeFull-Time/Regular