Event Planner

We are seeking a highly organized and detail-oriented Event Planner to manage event bookings on behalf of a newly acquired client. The Event Planner will be responsible for SLA adherence, and coordinating all aspects of supplier sourcing, contracting and event planning. This role requires strong negotiation, communication, and project management skills, as well as the ability to collaborate with team members, suppliers and stakeholders.

KEY RESPONSIBILITIES:

• Client Management
  • Work closely with Event Manager, Team Lead and CSM to offer a seamless, professional service to client.
  • Endeavour to become a centre of excellence with respect to client satisfaction.
  • Participate in face-to-face meetings with clients as required.
  • Immerse yourself in client brand, culture and code of conduct, understanding their marketplace and competitors.
  • Provide new and existing leads within your client portfolio.
  • Identify opportunities to increase the value of existing and new business.
  • Attend client events as necessary.
  • Support the operational rollout of client into new markets as required.
• Event Process & Logistics
  • Venue and supplier sourcing: conduct RFP process to relevant suppliers ensuring adherence to relevant preferred partner programmes.
  • Co-ordinate site visits as requested.
  • Conduct the registration process for delegates attending trade shows, exhibitions, conferences and industry event attendance.
  • Manage group accommodation and upload rooming lists to the designated portal.
  • Provide general event services support for groups of 10 or more attendees, including:
    • Ground transportation coordination.
    • Activity planning and social activities.
    • Booking speakers and entertainers.
    • Organising dinners, food and beverage services, and corporate hospitality (e.g., sports tickets).
    • Branding, design, and decor.
    • Swag, merchandise, and gift procurement.
  • Support the remediation and mitigation of any failures by suppliers who have failed to provide services as requested and contracted.
  • Work with other team members and teams as necessary to meet event requirements.
  • Comply with M&E technology usage as required.
  • Financial accountability for events including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.
  • Negotiate contracts with event suppliers, including rates, added value/concessions, cancellation policies, attrition clauses, and other required terms required as part of the client’s event riders, escalating to Legal Team(s) where appropriate.
  • Responsible for accurate completion of Event Order Forms on a per project basis.
  • Monitor contract time frames and penalties to ensure compliance.
  • Work with R&M Legal to negotiate sponsorship agreements with third parties for trade shows, exhibitions, conferences, and industry events attendance.
  • Maximise all income opportunities and be actively aware of commission rates, preferred partners securing and negotiating enhanced levels and cost saving opportunities wherever possible.
• General/Team
  • Ensure strict adherence to client SLA’s.
  • Work with the team to build, maintain and confirm a healthy pipeline of events.
  • Assist with on-the-job advice, guidance and support to new and junior members of the team.
  • Participate in training and educational sessions, continually improving product knowledge through targeted activities, industry-related courses and attendance of familiarisation trips and site visits.
  • Support critical business continuity plans.
  • Provide Out of Hours support as necessary.
  • Support the team on additional client enquiries and workloads as necessary.
  • Undertake any other duties or responsibilities that may reasonably be expected within the terms of the role as assigned by your Team Leader or Head of Meetings & Events.
  • Full compliance of company policies and procedures and adherence to departmental processes.

WHAT WE’RE LOOKING FOR:

• Proven current event planning experience (preferred), both nationally and internationally in meetings, group accommodation, trade shows and venue sourcing.
• Familiarity with corporate hospitality, sponsorship, entertainment planning, and industry best practices.
• Excellent product knowledge and awareness of UK and overseas suppliers and destinations.
• Proven experience in supporting high value clients.
• Positive people skills – ability to develop and maintain strong relationships with colleagues, clients and suppliers alike.
• Excellent critical thinking skills.
• Ability to remain objective, open-minded and receptive to change.
• Strong attention to detail, customer service, and negotiating skills.
• Strong organizational and time management skills that can coordinate multiple resources.
• Team player with the ability to lead client decision-making using a consultative approach.
• Ability to remain calm in stressful fast-paced situations.
• Excellent knowledge of Microsoft Office products and venue find software (Cvent).
• Identifies commercial risks and opportunities and escalates as appropriate.
• Financial management: ensuring accurate budgeting and invoicing.
• Competency with third party supplier contracting.
• Additional languages preferred but not essential – ideally German, Spanish, French.

WORK ENVIRONMENT:

This role does not require travel to event locations, however, may require flexibility to work outside regular business hours during event execution.