Associate Meeting & event 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 Meetings & Events is seeking an Associate Meeting & Event Planner.

Position Description

• 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 the program.
• With supervision, identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet the needs of participants, identifies successful criteria for evaluation of the 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
• Owns or 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 providers.
• Plans/creates agendas for site inspections.
• Financial & Contract Management
• With supervisor guidance, identify ancillary revenue sources and/or cost-saving opportunities.
• Owns or actively assists in developing the budget for meetings which may include vendor contract negotiations.
• Ensures completion of payment and/or billing process.
• Manages according to the budget.
• Conducts or assists in conducting the 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 contracts, and billing guidelines.
• Logistics
• May determine exhibitor booth assignments/setup process.
• Secures and communicates transportation/travel arrangements.
• Determines setup function rooms including seating and AV.
• Coordinates all food and beverage needs and shipping of materials.
• Prepares and reviews housing reports in a timely manner.
• Complies with M&E technology usage as required.
• Program
• Secures speakers/entertainment and manages contractual relationships.
• 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 the program.
• Provides program feedback to all stakeholders through summary and distribution of 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.
• Perform other duties as assigned.
  
  

Qualifications

Position Requirements

• Experience & education:
• An equivalent combination of experience and education may be considered.
• College diploma or degree in related field preferred.
• Entry level.
• One year of meeting/event management experience or customer service experience in the hospitality industry is preferred.
• Languages
• Effective communication in English.
• Knowledge, skills, and abilities (KSAs)
• Good knowledge of Microsoft Office products.
• Knowledge of Project Management procedures.
• Travel industry knowledge and electronic meeting management tool knowledge are preferred.
• Good oral/written communication skills to communicate internally/externally.
• Good critical thinking skills.
• Strong attention to detail and customer service skills.
• Strong organizational and planning skills that coordinate multiple resources.
• Ability to remain calm in stressful, fast-paced situations.
• Ability to set priorities and multitask.
• Ability to work as a team player and be self-motivated.
• Ability to process financial information and learn new information quickly.
• Ability to problem solve independently and in team situations.
  
  

Salary Range between USD $55,000-USD $57,000 yearly.

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 also offers opportunities to all job seekers including job seekers with disabilities.  If you need reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email to TalentAcquisitonAmericas@mycwt.com.  In your email, please include a description of the specific accommodation you are requesting and a description of the position for which you are applying.