Meeting & Events Planner

About This Role

Miami - Florida - United States of America. The Meeting & Events Planner leads successful execution of events as the primary point of contact for clients and primary communicator of event details to the meeting and events operations team. In this role, you will be responsible for guiding event clients through the full scope of the planning process, including furniture and equipment configurations, audio-visual requirements, food & beverage service, transportation, and other event attendee services.

The Meeting & Events Planner manages the master events calendar, confirms event requirements, and ensures operations stakeholders fully understand requirements through management of communication channels, briefing, and planning meetings.

• Serve as primary point of contact for high profile and/or large engagements.
• Accountable to develop and communicate complex event plans to ensure flawless execution of meetings and events. Exercise sound judgment to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes and leveraging meeting industry best practices and experience.
• Manage complex master meeting and events calendar for medium to large sized event space.
• Communicate events schedules with all required partners and service providers. Responsible for all communications, planning meetings with event staff, and proactively planning logistics across the master calendar.
• Respond to event requests through the Internal Event Tool within the designated SLA, ensuring metrics are met.
• Responsible for pre-event planning, greeting event hosts upon arrival, introducing service delivery teams to the client, answering questions, ensuring understanding of event details between host and service delivery team, and post-event reporting and reconciliation.
• Includes problem-solving issues that arise, directing event setup, communicating with staff, organizing vendors, supporting attendee/speaker requests, and coordinating with teardown teams.
• Manage each event as a project from planning through execution. Ensure parties involved in supporting the event are asked for input at the right time and receive all relevant communication. Create and manage detailed event planning timelines, adhere to deadlines, troubleshoot issues, ensure effective handoff to the service delivery team, monitor progress and schedule, and communicate with stakeholders and other relevant parties.
• Build and maintain professional relationships with internal and external clients. Participate in and/or lead planning calls, representing the site and ensuring all event aspects comply with building safety and security regulations.
• Coordinate with internal partners and outside vendors to manage client expectations on time and with high quality. Create and distribute banquet event orders to vendors and stakeholders, defining event specifics including a timeline and floor plans for setup, event flow, and strike details.
• Serve as key contact for the event to ensure seamless on-site delivery by the Meeting & Events operations team. Check in with the team and client on the day of the event to ensure thorough communication; manage on-site logistics including vendor management, ensuring a certificate of insurance is on file, and ensuring load-in and setup are on time and in adherence to building/site policies.
  
  Escalate issues as needed.
• Capture post-event reporting and reconciliation and suggest recommendations for continuous improvement and cost/process efficiencies.
• Support and provide informal guidance to junior members of the team.
• May support with budget creation for events and be accountable for budget adherence and related activities such as requesting and reviewing invoices in a timely manner.
• Perform other duties as assigned.

What You’ll Need:

• Bachelor's Degree in Business, Marketing, Public Relations, Communications or related discipline from a 4-year college or university, and a minimum of 2 years of relevant experience and/or training; or equivalent combination of education and experience (equivalent work experience = 2 years experience for every year of higher level education).
• Experience In Corporate Or Conference Center Management Preferred.
• Certified Meeting Professional (CMP) preferred.
• Ability to comprehend and interpret instructions, short correspondence, and customer requests and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
• Comfortable meeting and engaging with new people. Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
• Utilize a high level of attention to detail as well as strong interpersonal skills. Have a positive attitude and a strong sense of urgency in resolving…