As a Meeting planner, you liaise with clients and lead the organization and management of corporate meetings and
events through the implementation of strategy, delivery of objectives and
execution of logistics.
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Liaise with clients and sales
account to explore customer needs and to ensure satisfaction
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Examine briefs and RFPs to understand the event objectives and
requirements
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Conduct suppliers researches
to identify opportunities for events, gather information and negotiate supplier
conditions and prices. In particular: searching, analyzing and recommending
suggested venues for various events around the country, i.e. hotels,
restaurants and private venues based on the details of the program, number of
attendees, type of event and desired outcomes; planning transfer solution
(train, flights etc)
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Select the panel of suppliers
to work at the project development
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Work with internal staff and
external partners and vendor to develop both event logistics and contents
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Lead pre-event tests or site
inspections
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Direcly (or indirectly through
a partner) coordinate decisions about venue sourcing, transportation, caterers,
entertainment, staff, creatives, set design, a/v equipment, graphics, video
production, web site and app development...
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Produce a proposal for the
event (contents and budget) including presentation, references, demos, etc.
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Coordinate and monitor event
timelines and budget management, ensuring deadlines are met
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Ensure compliance with
insurance, legal, health and safety obligations as well as internal procedures
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Proactively handle any arising
issues and troubleshoot any emerging problems during the planning phase
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manage operations to handle
client queries and troubleshooting during the event to ensure that all runs
smoothly
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Ensure pre and post-event
evaluation (including data analysis and producing reports for event
stakeholders)
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Propose ideas to improve
processes, provided services and event quality.
**During the execution phase:
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Working with vendors to obtain
requested products and services for events
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Working with internal and
external staff to prepare communication materials for various events, including
invitations, registrations, agendas, reimbursements, event rosters, Power Point
presentations, and room signage
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Coordinating all logistics for
event participants including transportation and lodging arrangements
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Organise facilities and manage
all event’s details such as decor, catering, entertainment, transportation,
location, invitee list, special guests, equipment, promotional material
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coordinating venue management,
caterers, stand designers, contractors and equipment hire; planning room
layouts and the entertainment programme, scheduling workshops and
demonstrations. Coordinating staffing requirements and staff briefings
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Organising facilities for car
parking, traffic control, security, first aid, hospitality and the media
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Creating and maintaining
detailed event management documents including budgets, status reports, and
event on-site logistics checklists
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Utilizing internal policies
and procedures for processing travel reimbursements for event participants
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Maintaining
standard operating procedures for events to ensure desired outcomes are met
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4 to 5 years' experience planning meetings with the pharmaceutical industry within an agency
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Knowledge of pharmaceutical industry compliance, processes and policies
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Initiative, attention to
details, process oriented
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Highly organized
administrative skills (gathering invoices, event closure deadlines)
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Ability to communicate
effectively and professional with all levels of management and clients
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Ability to work accurately and
timely – in order to meet deadlines
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Ability to be flexible and
handle change well
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MS office knowledge
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GDS (Amadeus) knowledge is a strong plus