Meetings & Events Job Description
Meetings & Events Duties & Responsibilities
To write an effective meetings & events job description, begin by listing detailed duties, responsibilities and expectations. We have included meetings & events job description templates that you can modify and use.
Sample responsibilities for this position include:
Meetings & Events Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Meetings & Events
List any licenses or certifications required by the position: CMP, CMM, CTSM, CTS, VC, AV, PMP
Education for Meetings & Events
Typically a job would require a certain level of education.
Employers hiring for the meetings & events job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Marketing, Hospitality, Event Management, Business/Administration, Hotel and Restaurant Management, Education, Business, Communications, Tourism, Associates
Skills for Meetings & Events
Desired skills for meetings & events include:
Desired experience for meetings & events includes:
Meetings & Events Examples
Meetings & Events Job Description
- Managing the Events & Meetings support center, phone hotline, and email box
- Responding to internal and external meeting attendee questions and inquiries regarding the firm's events, meetings, tradeshows and conferences
- Supports the fulfillment of meeting, event and tradeshow material requests
- Supporting CPE process
- Supporting registration processes associated with firm meetings, events, tradeshows, conferences and seminars
- Working collaboratively with other internal departments
- Create and manage meeting or event budgets by complying with processes pertaining to client communication, metrics and timely post event reporting
- Display fiscal responsibility
- Manage the performance of vendors hired to support a specific meeting or event
- Provide on-site support during the execution of meetings, events or tradeshows
- Assesses client meeting needs (including offsite venues, hotel and transportation needs) to determine the most appropriate room, set-up, food and beverage, caterer, floral, meeting materials, equipment, etc for the audience
- Independently completes project plan which summarizes costs, specific event time, number attending, equipment needed, menu, decorations/floral and other related details
- Works with internal staff, vendors and caterers to coordinate the logistical details of the event
- May assist clients by preparing name badges, place cards and other materials
- Serves as a visible and accessible contact during the event to resolve any crisis (including food spills)
- Serves as liaison between Corporate Meeting Department and internal and external clients and vendors
Meetings & Events Job Description
- Identifies and provides solutions to opportunities while making appropriate decisions quickly and decisively
- Maintains evaluation of meeting expenses and prepares a summary of costs upon conclusion of meeting
- When applicable, mentors team members in vendor selections and menu planning by keeping team apprised of current industry trends, locations or caterers
- Reviews final bills, provides appropriate documentation for American Express billing program
- Ensures that corporate and department policies and procedures are followed
- Provides verbal and written notification to Supervisor concerning any developments that occur in the scheduled projects
- Assist team and coordinate special events and projects
- Oversee conference and event coordinator and provide direction as needed per event or project
- Review and report meeting & planning inventory of linen, beverages and bar supply
- Coordinate firm sponsored appreciation events in addition to nationwide cluster and dine around meetings
- Analyze inventory and assess needs for conference facility
- Research venues
- Leads the development and execution of a strategic business plans, including recommendations on long term vision/roadmap, operating, capital and IT budgets, staffing and supplier plans
- Leads the management of resources to provide necessary support through effective resource assignment processes, knowledge of client needs and alignment of the appropriate level of expertise to projects
- Builds and maintains strategic supplier partnerships, including selection of suppliers via RFI/RFP, development of appropriate supplier performance metrics, completion of routine reviews and management of all costs and credits
- Financial accountability for department operating expenses, fiscal management of project spending and package revenue as pass through to clients
Meetings & Events Job Description
- Develops and implements appropriate scorecards/dashboards or reports to inform key leaders of meeting spend, savings delivered and opportunities
- Monitors group meeting spend with the Company’s Global Lodging partners and ensure effective business processes to drive group spend to these partners
- Responsible for exercising advanced-level of Cvent product knowledge to ensure Events & Meetings is leveraging the extensive capabilities of the tool
- Provide oversight and ownership of E&M Collaboration Site
- Creates, manages, and holds accountability for meeting or event budget
- Support the Events & Meetings team in effective delivery of all support services related to meetings and events with a focus on registration, housing, and collateral components of events
- Manage the E&M support center and overall trafficking of the Events and Meetings website request mailbox
- Support the Continuing Professional Education (CPE) and Sentinel Process
- Manage the registration process, firm supported procedures, vendor relationships, policies, web-based tools, and any other accepted Firm/E&M database during planning, onsite, and pre-post event
- Process and verify the integrity of data in shared software and produce various standard and custom reports from the system to support E&M and client requests
- Knowledge of Strategic Meeting Management elements and technologies – such as sourcing tools and partners
- Certified Meeting Planning (CMP) certification
- Direct and applicable marketing & events experience
- Additional strategic sourcing / procurement experience
- Minimum of one year of related coordinator experience
- Minimum of eight years of progressive experience in events and meeting planning
Meetings & Events Job Description
- Lead a Project Team and Manage Multiple Projects Simultaneously - Provide expert, strategic project management leadership and support (people, resources, budget and time) and organizational skills, including the ability to establish and drive requirements across multiple functional areas
- Identify Innovative Solutions and Technologies – Ability to identify new and emerging meeting management technologies which create greater efficiencies (time, budget, ) and have a positive impact on future enhancements and solutions
- Educate and Influence Desired Outcomes – Ability to inform, educate and influence various stakeholder groups for the purpose of achieving desired outcomes
- Review Policies and Processes to Ensure Compliance – Identify, develop and implement SOP’s and standard practices and process improvement within Company policies and processes, and honor the GBS vendor governance framework
- Communicate Solid Principles of Effective Communication and Presentation Skills – The Team Leader must have an expert understanding of fundamental, proven principles and concepts of effective communication, and must be able to clearly articulate them to direct reports, clients
- Develop and maintain annual business plan for overall event team specific team annual goals/objectives
- Develop, implement and enforce department service level standards
- Motivate, coach and develop employees and provide coaching and feedback for development
- Forecasts revenue and staffing, reviews financial reports, makes decisions that are in line with the budget, and makes changes to improve productivity and financial performance
- Engage with clients and gain trust and credibility and ensure operational excellence
- Minimum two years of related coordinator experience, preferably in a hospitality, meeting or service environment
- Strong client service and communication skills time management an organizational skills
- Experience with online event registration tools
- Proficient with Microsoft Word and Excel desktop tools
- High level of accuracy of data input and ability to proof critical reports
- Lead and be responsible for booking and confirmation process internally and with customers
Meetings & Events Job Description
- To maintain effective co-ordination and communication with all other departments, in particular with administrative and operational MICE teams
- To carry out the distribution of all function sheets according to the department procedure
- To produce and display all signage for events held in the Hotel in accordance with the Hotel standards and client requirements
- To constantly welcome clients on arrival, giving information on the hotel, MICE facilities and escort organisers to their relevant areas
- To review with the client, their schedule for the event, co-ordinate all their requirements with the relevant departments / teams of the Hotel, resulting in accuracy of information and full completion (equipment, time of breaks, lunch etc) is carried out at all times
- To ensure delegates receive messages according to Hotel procedures
- To carry out the posting and invoicing procedure, resulting in 100% accuracy of all charges and a smooth check out for the clients is carried out all times
- To document all clients feedback and handle any complaints on the spot with support from Event Managers or Supervisors
- To carry out any other services as requested by the client, such as photocopies, fax transmissions, or secretarial and charged accordingly
- Responsible for managing the EBE, SMM and Group Air Operations and Sales Teams
- Financial and business analytics acumen – ability to manage the service as a business
- Economic viability of the project
- Manage projects and be responsible for delivery to customers
- Work both independently and in teams and build close cooperation with people
- You have a background in travel related activities, events and meeting planning
- Mandatory qualification with knowledge in Amadeus for booking tickets for groups and individuals