Event Planner

Summary of Position

The primary responsibility is to manage all facets of the planning process and be the primary point of contact for Events customers. This individual must be able to travel on-site and to client meetings as requested by the account.

Schedule / Shift

Standard

Responsibilities and Duties

• Program management from concept to completion; to include meeting and striving to exceed program goals, and objectives, contracting with suppliers, creating cost estimates for budget purposes, program execution and reconciliation.
• Lead discovery calls to engage customer and learn about the meeting needs focusing on the goals and objectives of the program. Include all internal stakeholders.
• Make destination recommendations; submit RFP’s through Cvent for a diverse group of customers with consideration of the program goals, objectives, budget and space requirements.
• Produce accurate documents/reports for clients and vendors in conjunction with account needs.
• Conduct effective vendor negotiations and contract execution to include terms, due dates, cost savings and concessions for hotel/venue, ground transportation, DMC, audio-visual production, food & beverage, optional activities and other suppliers contributing to the success of the program. Facilitate contract execution between the parties in a timely manner.
• Provide meeting owner/requester a summary of all terms, due dates, total costs and deposits to meet and exceed program timelines and deadlines.
• Record accurate budget, cost, savings and contract execution in Cvent or applicable technology.
• Ability to travel on-site with programs as needed. While on-site, employee should maintain a professional demeanor and project a positive reflection of Event Travel Management.
• Manage program reconciliation, invoicing, accounts payable, and accounts receivables for each program; when applicable. Follow-up to ensure timely payment processing and revenue reconciliation.
• Provide exceptional service and manage the relationship with the meeting owner. Proactively offer professional recommendations to the client based on industry knowledge and expertise. Secure repeat business.
• Utilize time tracking for accurate billing by project.
• Other duties as assigned.

Leadership Responsibilities

• This position does not have supervisory responsibilities.

Required of all CTM Positions

• Embrace CTM’s core values of Connect, Evolve and Deliver.
• Professional, collaborative and supportive interaction with employees, clients, suppliers and vendors.
• Ability to work independently as well as part of a team.
• Appropriate and professional written and verbal communication.
• Demonstrated ability to meet deadlines, handle and prioritize simultaneous requests.
• Creative and analytical thinking with strong problem-solving and consultative skills.
• Demonstrates calm under pressure – is a proactive contributor and eager to learn.
• Proficiency in Microsoft Office Suite.
• Ability to do basic math.
• Ability to read and interpret information.
• Attention to detail.
• Regular and reliable attendance.

Education and Experience

• High school diploma or equivalent is required.
• Minimum of five (5) year's event/meeting planning experience required.
• A CMP and/or CMM designation is preferred.

Knowledge, Skills, and Abilities

• Demonstrate a collaborative work style by using a consultative approach with clients, and peers, to quickly assess information, anticipate issues and outcomes, and make effective recommendations including ability to draw clear conclusions. Escalate to leadership for guidance when necessary.
• Strong knowledge of domestic and international destinations, hotel brands and venues.
• General working knowledge of RFP, registration technology and on-line booking tools utilized in Events.
• Identify process efficiency opportunities and challenge the status quo. Work with leadership team on efficiency opportunities, account specific best practices and continual enhancements.
• Ability to work evening hours, weekends and longer hours during high volume periods.

EEO Statement

CTM NA is an equal opportunity employer and is committed to fostering a diverse, equitable, and inclusive workforce. All qualified applicants applying for job openings posted in the U.S. will receive consideration for employment without regard to, and will not be discriminated against on the basis of, race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, marital status, or any other characteristic or status protected by applicable law.

If you are a qualified individual with a disability or a disabled veteran and would like to request an accommodation in order to apply for a position, you may contact us at. We will make every effort to respond to your request for assistance as soon as possible. Please provide a preferred contact method for response via email or phone.

Flexible work arrangements are available. Depending on role, location, and business needs, colleagues may work onsite, hybrid (combination of in-office and virtual) or fully virtual.

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