Job description

MEETING PLANNER

Are you a believer in the human connection that well-planned meetings and experiences can create?

On the cusp of breaking out as an industry pro and looking for a chance to grow and evolve daily?

Able to keep up with a senior team yet ready to lead when the focus moves to your sweet spot?

Do you have what it takes to help turn a trillion-dollar industry upside down?

If (and only if) you answered, "Hell yes!" to all the above, we want to talk about joining our team in a mission-critical role.

THE LEGAL STUFF:

Ride shotgun on the development, planning, and execution of high-profile and strategically important Client events. These events include but are not limited to conferences, special events, meetings, incentive trips, and evening activity programs, that run from contracting through final invoicing; post-program reconciliation, debriefs, and analytics.

Position Objectives:

• Create incredible planning experiences for our Clients;
• Make their audiences feel it in their seats by delivering innovative, impactful events;
• Support and lead project teams by contributing your horsepower and subject matter expertise; and
• Continually contribute to improving internal systems and processes and ideating new ones.
• Job Type: Full time – Exempt
• Salary Structure: Base Salary + Performance Incentives
• Benefits: Heath, Vision, Dental, Disability, & Life Insurance, Agency-funded Retirement Plan, Personalized Professional Development Budget, Use of Agency memberships where appropriate
• Career Level: Mid-Level and Advancing
• Reports to: General Manager
• Location: Chicago—this is a hybrid role (3-4 days in-office, 1-2 days out)

YOUR SUPERPOWERS:

• Impeccable character: You exude Accountability, Authenticity, and Awesomeness
• A consistent, unbeatable team-first mindset
• Strong collaborative skills and relationship builder
• Excellent written and verbal communication and presentation style
• Highly organized
• Ability to manage multiple projects simultaneously
• Curious, analytical thinker
• Master of registration platforms with an emphasis on Cvent
• You excel at Excel—we’re talking a serious freak in the sheets here
• A willingness to learn, a desire to contribute
• Ability to travel (up to 45% of time)
• Flexible, with a sense of humor
• 4+ years of planning experience

YOUR DAILY GRIND:

Either directly, or through the assignment of responsibilities to appointed subordinates, you’ll perform the following, as well as other tasks/duties as necessary and/or assigned:

External Accountabilities:

• Venue/Hotel Logistics
• Able to review and understand executed venue or hotel contracts
• Understand BEOs, MEOs, hotel resumes
• Proficient managing schedule of events vis-a-vis hotel contract and record all changes that take place during the planning process
• High degree of comfort managing meeting room grids and room sets
• Plan and manage F+B spend of $50,000-$250,000
• Manage a room block of 250-500 room nights on peak
• Effectively handle rooming lists up to 500 or more room per night
• Understand ft2allowances
• Preparation of comprehensive venue letters

• Vendor Sourcing, Negotiating and Managing
• Write hotel and vendor RFPs, analyze responses, make recommendations to project team/Client
• Prepare RFPs based on agendas, strategically laying out itineraries within suggested space
• Manage and track against contract scope

• Onsite Event Management
• Develop and execute staffing plan
• Effectively delegating where appropriate
• Manage programs with the vision and autonomy to keep it moving forward
• Ensure onsite additions/adjustments are signed off by both the vendor and Client

• Site Visits
• Prepare site visit agenda, strategically laying out itinerary with venues and Client
• Pre-site responsibilities (e.g., liaising with vendors)
• Be the subject matter expert on each of the venues included on the itinerary

• Program Management Competencies
• Manage and track against the scope of Client SOW
• Prepare comprehensive working agendas for Client and internal meetings
• Preparation of appropriate risk management plans
• Understand and master developing and editing preproduction timelines
• Competent in development of signage plans
• Impeccable budget management and reconciliation of budgets up to $500,000
• Exhibit/Sponsorship management

Internal Accountabilities:

• Having the self-awareness to know when to ask for assistance from leadership and other team members
• Building the same trust and relationships with your team as with Clients
• Contribute to strategic planning process that develops mutual performance objectives and financial targets for Clients and the Agency
• Coordinate the involvement of Agency resources to meet Client expectations and account performance objectives
• Time manage in a billable hour environment and be accountable for non-billable hours
• Update/contribute to tracking Client’s upcoming program opportunities and critical milestones.
• Quarterback the project plans, including scheduling and engagement of all Agency resources to meet Client expectations and account performance objectives for live event production and management
• Identify and resolve project issues, ensuring the project and the assigned team progresses on budget and on schedule
• Lead and support planning teams in training and development for team’s and individuals’ growth plans
• Support sales teams to ensure the progression of contracted programs
• Consult with and maintain a professional rapport with other teammates
• Aid in development of comprehensive solutions to deliver innovative, best-in-breed services to our Clients
• Help continually refine, streamline, and simplify tools and processes to meet Agency demands and lead the marketplace
• Secure all supplier partners/preferred partners through a strict vetting process and pricing negotiation
• Conduct reviews of teammates and training for field staff
• Elevated level of proficiency in Microsoft 365 and industry software including Cvent and CrowdCompass

Education:

• BA/BS in business or event-related field and/or equivalent experience
• CMP, DMCP, CMM, CSEP, DES, CED, CIS, CITP, PMP, or other professional designation (If none, within 18 months, a certification timeline will be developed pursuant to the professional development budget.)

X-Factor

• Not from central casting but feel like you bring something special and different to the table? Let’s talk!

Send cover letter, resume, desired salary, and references to hr at total-event.com

Job Type: Full-time

Pay: From $56,805.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Weekend availability

Supplemental pay types:

• Bonus pay
• Commission pay

Ability to commute/relocate:

• Chicago, IL 60612: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Why are you considering this opportunity?

Education:

• Bachelor's (Preferred)

Experience:

• Planning: 4 years (Preferred)
• Excel: 5 years (Required)

Willingness to travel:

• 50% (Required)

Work Location: Hybrid remote in Chicago, IL 60612

offroadmanagementgroup.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, offroadmanagementgroup.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, offroadmanagementgroup.com is the ideal place to find your next job.