The role is primarily responsible for the standard pre-event and onsite event planning functions including but not limited to sourcing, contracting, pre-event logistics, housing, cultivating relations with hospitality partners and onsite execution in partnership with event owners. This role is responsible for fostering positive, collaborative partnerships with event owners, department sponsors and third-party hospitality representatives.
Areas of Responsibility:
- Deliver event service scope for planning and executing assigned meetings of people from point of sourcing to onsite management, when applicable
- Facilitate series of pre-event consultations with event owner to ensure planning fulfills objectives, project scope and timelines and guide all hospitality planning facets
- Facilitate pre-event consults for assigned events to recommend best practices or mitigate issues
- Advise and partner with event owners on collaborative timelines, standardized practices, planning efficiencies and industry knowledge/trends throughout planning cycle
- Provide hospitality and planning expertise per service scope to event stakeholders including internal and external event committees and Y-USA departments throughout planning cycle
- Manage sourcing RFP process, evaluate responses, recommend venues, conduct site inspection and lead contract negotiations in accordance with approved templates and protocols; document contracted savings summary per protocol
- Monitor hotel room blocks to mitigate attrition fees and liaise with housing bureau, when applicable
- Manage onsite hospitality functions including but not limited to third-party relations: housing, catering, audio-visual and internet services ensuring satisfactory outcomes from third-party vendors
- Contribute to the development of event budgets, project plans, planning processes and service level improvements Budget and project plan
- Conduct post-meeting reconciliation of pick up and housing reports; prepare reports to capture commission, room block history and meeting spend per protocols
- Co-lead post-meeting analysis and debrief to ensure service satisfaction and identify service level improvement to support event owner and constituent’s experience
- Strictly adhere to and execute established emergency procedures set by Y-USA and/or venue management to mitigate risk at off-site events
- Responsible for demonstrating professional and positive demeanor with event owners, stakeholders and attendees to ensure positive working relationships and outstanding event experiences
Educational Background:
Bachelor’s degree or equivalent experience required
Skills/Experience:
- Minimum of 3-5 years as a meeting planner handling logistical and housing planning for conferences with at least 200 attendees is required
- Hotel sourcing/contract negotiations experience required
- Experience working with convention centers is preferred
- Experience managing Association events is preferred
- Experience managing large-scale sport competitions is a plus
- Certified Meeting Professional (CMP) designation preferred; in lieu of designation, proven, in-depth knowledge of hospitality industry is required
- Must possess the ability to travel domestically up to 30% annually
- Event management technology experience with online sourcing tool is a plus; Cvent experience is preferred, but willingness to learn and adapt to working with such technology is required
- Experience collaborating with others and developing successful internal and external relationships is required
- Ability to effectively forecast workload in order to manage multiple projects while meeting deadlines is required
- Ability to work with limited supervision and in partnership with event owner on-site at events is required
- Intermediate knowledge of Microsoft Office Suite is required
- Excellent verbal, written and interpersonal communication skills are required
- Excellent problem solving, independent decision making with ability and willingness to work within department/company guidelines and procedures is required
- Excellent skills in customer service, expense management, and project management skills are required
- Flexible and adaptable nature with the ability to keep abreast of changes in best practices and trends within the meeting planning industry is required
- Commitment to the YMCA character development values of caring, honesty, respect and responsibility is required
Compensation/Benefits:
Salary: $58,000.00 - $65,000.00
Job Function:
Organization Info
Listing Stats
Post Date:
Nov 19 2018
Active Until:
Dec 20 2018
Hiring Organization:
YMCA of the USA
industry:
Nonprofit