MICE & Events Planner: From Concept to On-Site

Viva Trip - A Hiseas' Company; Madrid; On-site; EUR 32,000 - 52,000; Full time

Job summary

Viva Travel, part of HiSeas, is seeking a proactive MICE & Event Organiser to plan and deliver meetings, incentive trips, conferences and corporate events. You will manage projects from client brief to on-site delivery and final reconciliation, creating memorable experiences while meeting quality standards, deadlines and commercial targets.

Responsibilities include developing tailored event concepts, coordinating venues, suppliers and budgets, and maintaining clear communication throughout each

Qualifications

• Experience in MICE, corporate events, business travel, hospitality or destination management.
• Professional Spanish and English; additional languages are an advantage.
• Proven ability to coordinate multiple projects and meet deadlines.
• Strong organisational skills, attention to detail and a practical approach to problem-solving.
• Confident communication, presentation and supplier negotiation skills.
• Commercial awareness and experience preparing quotations and managing budgets.
• Proficiency in Microsoft Office, particularly Excel and PowerPoint; familiarity with booking or event management systems is desirable.
• Willingness to travel and work flexible hours during event delivery.

Responsibilities

• Understand clients’ objectives, budgets, participant profiles and event requirements.
• Develop tailored event concepts, programmes, itineraries and quotations.
• Present proposals, negotiate arrangements and maintain clear communication throughout each project.
• Build lasting client relationships and identify opportunities for repeat business.
• Coordinate venues, accommodation, transport, catering, activities, audiovisual equipment and other event services.
• Prepare detailed schedules, operational plans, participant information and supplier briefs.
• Manage registrations, rooming lists, dietary requirements and special requests.
• Attend site inspections and oversee on-site delivery where required.
• Anticipate operational risks, prepare contingency plans and resolve issues promptly.
• Source and assess suitable suppliers, negotiating competitive rates and service terms.
• Monitor availability, allocations, payment schedules, release dates and cancellation deadlines.
• Maintain accurate budgets, track costs and protect agreed project margins.
• Coordinate deposits, invoices and final reconciliation with Finance.
• Keep project records and booking systems accurate and up to date.
• Work closely with Sales, Operations, Product and Finance to deliver coordinated services.
• Collect client and participant feedback and recommend improvements.
• Develop knowledge of destinations, venues and event products relevant to client needs.

Skills

MICE events

Client coordination

Budget management

Vendor negotiation

Spanish & English

Project management

Communication skills

Tools

Excel

PowerPoint

Job description

Viva Travel, part of HiSeas, is seeking a proactive MICE & Event Organiser to plan and deliver meetings, incentive trips, conferences and corporate events. You will manage projects from client brief to on-site delivery and final reconciliation, creating memorable experiences while meeting quality standards, deadlines and commercial targets.

Responsibilities include developing tailored event concepts, coordinating venues, suppliers and budgets, and maintaining clear communication throughout each