Meeting Planner

Meeting Planner

1000 Darden Center Dr, Orlando FL 32837

Job Description

JOB OVERVIEW:

Responsible for the development, planning and overall operational execution of meetings, conferences, conventions, incentive travel programs, and/or special events for internal clients. The Meeting Planner works on a variety of programs simultaneously and serves as the day-to-day planning contact for each respective internal stakeholder.

ROLES AND RESPONSIBILITES:

-Plan and manage meetings, conferences/conventions, and high-level travel & incentive programs that include multiple hotels/venues, audiences, agendas and multi-faceted details.

-Maintain concise and accurate event budgets while generating creative cost savings ideas.

-Negotiate vendor contracts and build long lasting partnerships.

-Manage program timeline. Meet deadlines accordingly.

-Develop and conduct client site inspections and follow up with site inspection notes, revised estimated budget, program itinerary, and program timeline.

-Facilitate the creative direction and overall development timeline of registration sites, proofread, present and gain client approval.

-Schedule, prepare and facilitate team meetings with respective program teams for each assigned program. Prepare meeting recaps and distribute to respective team following each team meeting.

-Facilitate the creative direction and fulfillment of program related participant and host communication materials, including, but not limited to save the dates, registration announcements, room gifts, pre-trip and on-site materials, including program signage and participant name badges.

-Negotiate and contract ground transportation, entertainment and décor elements via preferred Destination Management Companies and/or direct vendors.

-Devise on-site program operations staff recommendations based on specific role and responsibility, scope of program and continuity with respective client. Direct budget allocation and logistics.

-Track and manage air, hotel and vendor attrition, cancellation and deposit schedules.

-Coordinate and execute client VIP/Host Special Needs during planning and program execution.

-Develop and manage all meeting specs (including rooming lists, room sets, food & beverage, audio visual needs) to be used internally and externally as it relates to each program.

-Travel on-site as directed and serve as lead representative for suppliers and client.

-Conduct internal pre-program briefings and debriefings, including client briefing and debriefings.

-Reconcile all final billing and facilitate payments to hotels/vendors.

REQUIRED TECHNICAL SKILLS:

-Minimum of five (5) years' experience in coordinating, event planning and execution of incentives, conventions, conferences and/or other large scale special events.

-Proficiency in Microsoft Office applications.

-Proficiency in Cvent event management software.

REQUIRED EDUCATION:

-Bachelor's degree required or relevant work experience.

OTHER KEY QUALIFICATIONS:

-Minimum of Five (5) years' experience in account/client management.

-Minimum of Five (5) years' experience managing outside vendors, sourcing and negotiating contract services.

-Ability to manage and engage complex and diverse audiences from executive management to non-exempt employees in order to drive results.

-Effective organizational and time management skills, with a strong ability to manage multiple complex projects and timetables. Able to work well under pressure and adapt to ever-changing scenarios.

-Ability to identify client needs and respond creatively listening to information, asking probing questions, applying knowledge and determining solutions.

-Requires ability to travel by car, plane and train for prolonged periods of time domestically and internationally and to move and transport personal luggage.

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