Associate Meeting Planner

CWT•Indianapolis, IN

10d

About The Position

The Associate Meeting Planner owns the delivery and execution of assigned small internal and external Meeting and Events programs that are not complex. Own or actively assist in all program delivery elements utilizing standard processes and procedures to achieve client satisfaction. Meeting/Event Planning process\: Owns or actively assists in determining the purpose of the small-scale meeting, preparing a project plan with specifications, and obtaining historical information related to program. With supervision, 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. With supervisor support, proactively escalates potential client, program, or delivery issues for timely resolution. Performs time tracks as requested by management. Facilities & Services\: Actively assists in determining appropriate geographical location and venue. Identifies services required, and coordinates security procedures. Plans, orders, and oversees non-complex technology requirements. Conducts a pre-meeting briefing and post-con with suppliers and facility providers. Plans/creates agendas for site inspections. Financial & Contract Management\: With supervisor guidance, identifies ancillary revenue sources and/or cost savings opportunities. Owns or actively assists in developing budget for meeting which may include vendor contract negotiations. Ensures completion of payment and/or billing process. Manages according to the budget. Conducts or assists in conducting 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 contract, and billing guidelines. Logistics\: May determine exhibitor booth assignments/setup process. Secures and communicates transportation/travel arrangements. Determines setup for function rooms including seating and AV. Coordinates 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 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 program. Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review. May travel onsite for assigned programs acting as the 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. Performs other duties as assigned.

Requirements

College diploma or degree in related field preferred.
1+ or more years of meeting/event management experience or customer service experience in the hospitality industry preferred.
Knowledge of Microsoft Office products (Excel, PowerPoint, Word).
Knowledge of Project Management procedures.
Travel industry knowledge preferred.
Knowledge of electronic meeting management tool preferred.
Strong oral/written communication skills to communicate internally and externally.
Good critical thinking skills.
Strong attention to detail.
Strong customer service skills.
Strong organizational and planning skills that can coordinate multiple resources.
Ability to remain calm in stressful situations.
Ability to set priorities and multitask in a fast-paced, multi-project environment.
Ability to work well as a team player.
Ability to be self-motivated.
Able to process financial information.
Ability to problem solve independently and in team situations.
Ability to learn new information quickly.
10% travel required, traveling to events as needed.

Responsibilities

Owns or actively assists in determining the purpose of the small-scale meeting, preparing a project plan with specifications, and obtaining 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.
Actively assists in determining appropriate geographical location and venue.
Identifies services required, and coordinates security procedures.
Plans, orders, and oversees non-complex technology requirements.
Conducts a pre-meeting briefing and post-con with suppliers and facility providers.
Plans/creates agendas for site inspections.
Identifies ancillary revenue sources and/or cost savings opportunities.
Owns or actively assists in developing budget for meeting which may include vendor contract negotiations.
Ensures completion of payment and/or billing process.
Manages according to the budget.
Conducts or assists in conducting 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 contract, and billing guidelines.
May determine exhibitor booth assignments/setup process.
Secures and communicates transportation/travel arrangements.
Determines setup for function rooms including seating and AV.
Coordinates 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.
Secures speakers/entertainment and manages 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 program.
Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
May travel onsite for assigned programs acting as the 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.
Performs other duties as assigned.