Senior Meeting Planner

Job Description

Job Description

Senior Conference Manager

This role is to oversee and assist with the planning and production of meetings under the direction of the Director of Operations. The expectations and responsibilities of this role are listed below. Most importantly, CMC & Associates expects to maintain a healthy and positive working environment for all staff. We work as a team on many of the conferences and our number one priority is client satisfaction. A seamless event is our main goal when we pre-plan, with knowing we always are prepared for any mishaps. The Senior Meeting Planner will be expected to think ahead and plan for all possible scenarios. At CMC we love what we do and have a true passion for meeting planning.

· Maintain high-level of professionalism and competence when dealing with clients

· Assist with client inquiries and concerns

· Develop process improvements based on emerging trends to enhance event planning

· Obtain client feedback and make appropriate changes for improvements

· Maintain an organized email inbox and respond within 24 hours to all emails

· Participate in the planning and coordination of all activities to successfully execute meetings and conferences

· Use Cvent to register attendees, sponsors, exhibitors, etc. for each conference

· Collect sponsor logos and add them to Cvent website(s)

· Interact with clients to obtain meeting requirements and schedules

· Obtain meeting request orders, book meeting rooms and send confirmations to clients

· Maintain and manage hotel room blocks

· Perform regular cross comparisons of conference attendees to hotel room block

· Process all other additional requests such as room set-up, catering needs and audio visual requirements

· Assist in the procurement of promo items for conferences

· Update conference website for latest events accurately

· Update master planning tracker

· Maintain meeting calendar and ensure event planning is on track

· Submit invoices for caterings, equipment, expenses and other amenities to clients

· Resolve booking conflicts in a timely and accurate fashion

· Respond to client calls and e-mails related to meeting set-up

· Onsite, greet the participants and direct them to meeting room(s)

· Tracking various data using Excel: commissions, expenses, rooming lists, sponsors, etc.

· Create and maintain conference books for each client to be used onsite

· Design emails in Cvent for various notifications pertaining to the conference