Senior 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 to exceed both our own expectations, and those of our clients.  

Position overview 

CWT M&E is seeking creative individuals with a passion for providing amazing experiences and organizing memorable events that meet the highest expectations. If you are a successful, enthusiastic and skilled events planner who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you. 

As Senior Meetings and Events Planner for executive events, you will manage the strategy, creative and logistic services of assigned CWT, Meeting & Events for both internal and customer programs, providing oversight and leadership for all programs elements from conception to completion of complex meetings and conferences with multiple components and teams.  

We are looking for highly creative, organized, detail oriented individuals, who are flexible, have the ability to thrive in a fast-paced environment and handle multiple projects with tight deadlines. This role requires a high level of initiative, self-motivation, flexibility, and collaboration. Outstanding customer service and the ability to anticipate project needs and meet the expectations of multiple stakeholders is key and having the able to set priorities, and meet deadlines with minimal supervision are also critical components in this position. 

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 

• 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 

• Facilities & Services:  

  • Provide consultation to determine appropriate geographical location and venue.  
  • Plans, orders, and oversees technology requirements 
  • Conducts a pre-meeting briefing and post-con with suppliers and facility providers 
  • Plans/creates agendas for site inspections  

• Financial & Contract Management:  

  • Identifies ancillary revenue sources and/or cost savings opportunities 
  • Develops budget for meeting which may include vendor contract negotiations 
  • Ensures completion of payment and/or billing process 
  • Manages according to the budget 
  • Conducts 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:  

  • 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 
  • Understand the basics of event production to partner with production and AV companies to determines event productions needs. 
  • 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 require

• Program:  

  • Management an ownership of all planning elements for high-touch, unique and creative events 
  • Provide consultation aligned to customer's event goals and objectives  
  • Prepare a project plan with specifications 
  • Research and understanding of historical information related to event 
  • Secures speakers/entertainment and manages contractual relationship 
  • Determines food and beverage requirements  
  • 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 as necessary 
  • Proactively escalates potential client, program, or delivery issues for timely resolution.  
  • Performs time tracks as requested by management
     

• Increases Meeting and Events industry knowledge by attending internal training and external events supplier events.

#LI-CB1

Position Requirements 

Experience & education: 

• Education:

  • College diploma or degree in related field. 

• Experience:

  • 8 years of meeting and event management experience including at least 4 year of support large-scale events.  
  • CMP or formal Project Management designation 

• Knowledge, skills and abilities (KSAs) 

  • Excellent oral/written communication skills  
  • Critical thinking skills 
  • Attention to detail 
  • Customer service skills 
  • Negotiating skills 
  • Organizational skills  
  • Are 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 business leaders  
  • Foster diversity, be inclusive, think globally and drive engagement 
  • Strong knowledge of Microsoft Office products 
  • Cvent meeting technology tool preferred  
  • Project management procedures 
  • Travel industry knowledge preferred 

• Live and work by CWT values: 

  • Leadership 
  • Passion 
  • Caring 
  • Integrity

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 is fully committed to the health and wellbeing of its employees. CWT can only offer employment to those applicants in the United States that are fully vaccinated as of January 4th, 2022. 
 
As part of the application and / or offer process, you will be asked to provide evidence of your vaccination or exemption status and this evidence will be retained in your personnel records.