Meeting Planner - ReqCode 4645

Job Summary

Responsible for the development, planning and overall operational execution of meetings, conferences, conventions, incentive travel programs, and/or special events for customers. The Program Manager works on a variety of programs simultaneously and serves as the day-to-day planning contact for each respective client.
Essential Duties and Responsibilities Include

? Work with Account Manager and client to develop, coordinate and implement travel program agendas and itineraries.
? Manage day-to-day internal and client version program budgets, present to Account Manager for review and approval prior to sending to client.
? Work with Account Manager to increase program profitability over original priced program received at pre-sale turnover.
? Manage and utilize an internal and client version program timeline. Meet deadlines accordingly.
? Develop and conduct client site inspections as directed by Manager and follow up with site inspection notes, revised estimated budget, program itinerary and program timeline.
? Facilitate the creative direction and overall development timeline of program web sites, proofread, present and gain client approval.
? Schedule, prepare and facilitate weekly 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 purchase ground transportation, entertainment and dcor elements via preferred Destination Management Companies and/or direct vendors.
? Devise on-site program operations staff recommendations.
? Advise the Air Purchaser to negotiate and contract air services based on allocated budget, client needs and expectations.
? Prepare Turnover Notes and conduct both a Program Turnover (10 days upon receipt of file) and a Live Turnover (7 days before program registration goes live).
? Track and manage air, hotel and vendor attrition, cancellation and deposit schedules.
? Prepare program related Check Request Forms for suppliers and also Invoice Request Forms for client invoicing.
? Forecast program profitability once a month to Manager.
? Facilitate and oversee program data management process, data integrity and client reporting. Ensure data reconciliation is complete and accurate.
? Coordinate and execute client VIP/Host Special Needs during planning and program execution.
? Prepare Travel Director Binder to communicate on-site Travel Director Notes, logistic plans, final reports, purchase orders and all other pertinent program related planning materials.
? Assist in development and presentation of client sales pitches and proposals.
? Travel on-site as directed by Manager 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 via Lead Travel Director on-site prior to final billing being sent to Accounting.
? Assumes and performs other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position. ... To view the rest of this job posting or to apply for this position please click the APPLY NOW button