Meeting Planner

**A culture of purpose: Where will your BCD M&E career take you?**

As perfectionists, artists, strategic thinkers and leaders in the industry, we believe culture is defined by its people. We are looking for exceptional people who rise to our standards while bringing their unique perspective to the table. Are you interested in adding to both our mission and our energy?

**Meeting Planner (Generalist)**
**_Australia_**

The**Meeting Planner is responsible for the execution of end-to-end meetings and events for a client in the Technology sector, to include creative concept proposals, sourcing, negotiating, contracting, planning, attendee management, onsite execution, and reconciliation. Ensures meetings and events are successfully sourced and contracted to Client expectations including meeting specifications, budget parameters and Client policies. Upon contract execution, plan all logistics and manage attendees according to necessary timeline. Travel onsite 10-30% to oversee suppliers and ensure excellent service delivery. These meetings and events can be complex in nature requiring high touch and outstanding customer service.
This role will also be a point of contact to educate the Event Owners in Australia and New Zealand on our services so effective and strong communications skills are essential.

**Your responsibilities**:
Client Management:

- Oversee stakeholder engagement and relationship development of M&E client team.
- Educate key stakeholders and to increase volume of meeting services for client within Australia and New Zealand.

Sourcing:

- Schedule and run "kick-off" call with Client and other necessary resources to obtain meeting details in preparation for sourcing.
- Consult with Client during research of venues to ensure a strategic, targeted search ensuring Client requirements are met in meeting specifications.
- Understand and effectively communicate all internal policies to Client.
- Consult with meeting Client and make appropriate suggestions to ensure meeting success.
- Ability to effectively follow Client sourcing process.
- Create initial budget for Client approval.
- Initiate e-RFP to collect availability and pricing for meetings.
- Prepare Availability Report for Client in accordance with standards and established Client SOPs.
- Present availability to Client with targeted, strategic recommendations.
- Block appropriate space and release all space not needed on a timely basis.
- Manage contracting process, including use of Client Addendums, and effective negotiating of contract T&Cs, in accordance with established standards and best practices.
- Focus on cost savings initiatives; track and document cost savings.
- Coordinate site inspections (as necessary) with suppliers, Client and other resources. Prepare appropriate site inspection material for Client.
- Manage cancellations as necessary; monitor and maintain cancellation penalties for rebook opportunities and seek to utilize available cancellation credits.
- Develop and maintain relationships with Client to ensure repeat satisfaction.
- Rely upon past experiences to offer creative solutions and recommendations to elevate the attendee experience and provide “a little more, a little better” to each meeting or event.

Vendor Relations:

- Utilize strategic partners for quality of service, minimization of risk, and maximum pricing advantage.
- Operate in an ethical manner with vendors, in accordance with established standards.
- Develop strong relationships with all vendors, but particularly designated NSOs.
- Negotiate and execute all supplier contracts for the best possible prices and concessions in order to achieve contractual client SLAs.
- Follow RFP guidelines for vendors.
- Maintain positive supplier relationships.
- Maintain the highest level of quality, professionalism, and integrity when negotiating with suppliers and interacting with clients and colleagues.
- Keep abreast of new destination options, well-priced seasonal destination options, and "hot date" offerings.
- Escalate vendor challenges to appropriate leadership.
- Participate in supplier presentations, as scheduled.

Planning:

- Day to day/main contact with Client providing consultative approach to program planning, ensuring the Client has identified clear objectives for the outcome of the meeting, conference or program and determine steps to ensure these objectives are achieved.
- Manage day-to-day program budgets to stay in line with pre-approved spend.
- Manage a program timeline and meet deadlines accordingly.
- Facilitate the creative direction and overall development timeline of program web sites, proofread, present and gain Client approval.
- Negotiate and purchase ancillary contracts such as ground transportation, entertainment and décor elements via preferred supplier partners.
- Monitor supplier service levels. Address and resolve service issues directly with supplier in a professional manner. Escalate continuing issues to direct Supervisor as needed.