MEETING PLANNER
The Meeting Planner is responsible for the end to end process of an event, including sourcing, group air, logistics and delivery.
He/She will manage from initial proposal to post project reconciliation, respecting customer and American Express Meeting & Events standards, procedures and policies.
RESPONSIBILITIES
- National and international project management
- Negotiation with suppliers
- Liaise with meeting owners
- Operational management of the event with databases
- Logistical coordination of the event
- Budget reconciliation
- Onsite assistance (if required, not mandatory)
- Reporting
SKILLS
- Business English
- Other languages to be taken into consideration
- Customer care
- Expert on Word, Excel and PowerPoint
- Expert on "Mail Merge" capability in Word and "Pivot tables" in Excel
- Access to be taken into consideration
- Cvent and/or Starcite
- GDS: Group and individual reservations (depend on market: Amadeus, Sabre, Galileo )
- Experience of minimum 3 years on event management
- Flexibility
- Ability to adapt
- Team work
- Used to work under pressure
DUTIES
SOURCING
- Qualifying call with meeting owner to determine requirements of the event
- Identify appropriate venues according to client/event needs
- Identify appropriate transportation to venue (air, train )
- Follow preferred suppliers program
- Advise the client about best options
- Inform about rejected venues (quality, availability )
- Contact with suppliers
- Book venues with dead lines
- Reminders to customer on dead lines
- Budget
- Negotiate rates and conditions
- Ensure profitability
- Coordinate Inspection trip if needed and assistance if required
- Get meeting owner approval on budget and terms & conditions of suppliers
- Get required data according to customer policies (POs )
- Confirm/Cancel venues to suppliers
- Provide feedback to suppliers on cancelled venues
- Get contracts from suppliers to be signed
- Renegotiate rates and conditions
- Sign contracts with suppliers
- Issue deposit invoices to customer
- Make required payment to suppliers to ensure bookings
LOGISTICS
- Look for opportunities to increase income/revenue: new products, additional services, improved services
- Liaise with suppliers
- Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals )
- Attendee management
- Direct contact with attendees (if required)
- Reminders to meeting owner on cancellation and attrition dead lines
- Elaborate plan for transportation from origin cities to venue
- Coordinate transfers at destination
- Advise meeting owner about menu options
- Prepare documentation for attendees:
- Programme
- Welcome letter
- Badge
- Prepare signage for the event
- Alert meeting owner with updated budget if it increases more than 10%
- Send updated budget prior to departure
- Ensure compliance and customer policies
- Issue invoices to customer as per agreement
- Make required payment to suppliers as per ad hoc agreements
- Briefing to onsite assistants/free lances
EVENT
- On site assistance (if required)
- Ensure to get approval for any extra service required on site
- Negotiate cancellations/no shows to avoid costs
POST EVENT
- Re-negotiate cancellations/no shows to avoid costs
- Refund non used flights where possible
- Prepare specific report per event (transparency, compliance, expenses, savings )
- Prepare actual Attendee status
- Prepare actual budget with final costs
- Seek for meeting owner
- Prepare final invoice
Location
Italy - Cormano
It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.
GBT Recruitment Privacy Statement