Total Event Resources

Meeting & Incentive Event Planner

Total Event Resources Chicago, IL
Total Event Resources

Meeting & Incentive Event Planner

Total Event Resources Chicago, IL
3 months ago 52 applicants

See who Total Event Resources has hired for this role

PLANNER

THE LEGAL STUFF:

A Planner leads development, planning, and execution of high-profile and strategically important client events including conferences, special events, meetings, incentive trips, and evening activity programs from contracting through final invoicing and 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;
  • Lean in with a high-performance team by sharing your experience and moxie with teammates; 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
    • Reports to:Director of Meetings & Incentives
    • 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
  • Able to navigate and flourish in a VUCA environment
  • Strong collaborative skills and relationship-builder
  • Excellent written and verbal communication and presentation style
  • Strong project management and organizational skills
  • Ability to manage multiple projects simultaneously
  • Curious and analytical, with a love for data
  • Cvent mastermind
  • Proven success in creating and managing budgets and maximizing profitability
  • Ability to travel (up to 25% of time)
  • 4+ years of planning experience

YOUR DAILY GRIND:

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

External Accountabilities:

  • Maintain and grow productive, professional, and profitable relationships with Clients
  • Proactively assess and validate Client needs on an ongoing basis
  • Lead the planning and execution of all components for assigned projects
  • Serve as the central point of communication for all external stakeholders during the planning process
  • Identify opportunities to drive current and future potential revenue and profitability from the first interaction with the Client to onsite operations
  • Lead Client pre-conference meetings to review program details and changes or additions to ensure effective information sharing and efficient operations during program execution
  • Maintain presence and availability for Clients throughout program operations, including mobile and physical availability throughout the program.
  • Obtain Client signoff for changes, additions, and cancellations, including updating and managing change/growth of project scope
  • Assist in the preparation of final invoicing and program closeout within appropriate time frames
  • Monitor the ongoing success of program activities by conducting regular checks on the process and making recommendations for adjustments to the plans
  • Advise on and attend site inspections as required

Internal Accountabilities:

  • Lead strategic planning process and teams that develop 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
  • Manage time 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 project plans, including scheduling and engagement of all Agency resources to meet Client expectations and account performance objectives
  • Identify and resolve project issues, ensuring the project and the assigned team progresses on budget and on schedule
  • 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
  • Elevated level of proficiency in Microsoft 365 and industry software including Cvent
  • Excel freak in the sheets

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!

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  • Seniority level

    Mid-Senior level

  • Employment type

    Full-time

  • Job function

    Management and Manufacturing

  • Industries

    Internet Publishing

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