Associate Meeting Planner

LEO Events; Nashville (TN); On-site; USD 70,000 - 100,000; Full time

Job summary

LEO Events is seeking a skilled Meetings & Incentives Planner to manage and execute successful meetings and incentive events virtually, locally, and nationally. You will collaborate with business development, event technology, production, event operations, and creative teams to lead small to mid-scale programs for established accounts.

In this visible role, you will provide exceptional customer service, handle all planning and administrative details, and deliver turn-key events with

Qualifications

• Bachelor's degree in hospitality or a related field.
• Minimum of 4 years of industry experience in corporate meetings/events, nonprofit events, destination management, or hotel services.
• Knowledge of registration platforms; Cvent experience preferred.
• Awareness of market and industry trends.

Responsibilities

• Manage multiple small to medium scale meetings, conferences, and events for diverse clients.
• Oversee project timelines, agendas, progress calls, debriefs and program reconciliation.
• Monitor and reconcile program budgets and financials.
• Lead site selection, RFPs, venue sourcing, contract negotiation and preparation.
• Create meeting specs, room diagrams and BEOs; manage registration and attendee communications.
• Coordinate vendor sourcing, contracting, invoicing, and fulfillment.
• Collaborate with creative team on signage and printed materials.
• Support special events, VIP coordination, and materials fulfillment.
• Develop relationships with venues and vendors through industry events.

Skills

Project management

Communication

Customer service

Multitasking

Relationship management

Problem solving

Attention to detail

Education

Bachelor's degree in hospitality or related field

Tools

Cvent

PowerPoint

Excel

Job description

Description

Position Summary:

This role manages and executes successful meetings and incentive events virtually, locally, and nationally. Working with LEO's business development, event technology, production, event operations, and creative teams, this position leads small to mid-scale programs, primarily serving established accounts as the lead planner. Additionally, this position supports larger accounts in a support planner role.

This is a visible role that demands extensive customer service skills, professionalism, and a willingness to handle all meeting planning and administrative details. The position works in a team environment to produce turn-key meetings and incentive events.

Job Responsibilities:

• Manage multiple small to medium scale meetings, conferences, and events for a variety of clients simultaneously
• Project management including, timelines, agendas, progress calls, debriefs and program reconciliation
• Financial oversight, including creating, managing and reconciling program budgets
• Site selection, including the full RFP process of hotel and/or venue sourcing, venue comparison, contract negotiation, and contract preparation.
• Venue Management, including meeting specs, room diagrams and BEOs
• Event registration management, including site build, module management, reporting, and on-site registration
• Attendee management, including communications, travel and housing management, and general-help liaison
• Vendor Management, including sourcing, selection, contracting, invoicing and fulfillment. Types of vendors may include but is not limited to event venues, transportation companies, hotels, travel management and DMCs.
• Environmental, including creating a signage plan and collaborating with the creative department to design and print materials.
• Additional program support as necessary to include (but not limited to) managing special events, speaker/VIP coordination, and materials fulfillment, handling and shipping.
• Manage post-event evaluations and surveys
• Assist the Meeting Services team with various roles and responsibilities on other programs
• Support additional departments with meeting and/or event management services
• Develop and maintain relationships with venues and vendors through attendance at networking events and participation in local industry associations

Requirements

• Bachelor's degree from an accredited four-year college or university in hospitality or a related field
• Minimum of 4 years of industry experience, such as previous employment in corporate meetings and events, non-profit events, convention sales or services, destination management, hotel sales or services
• Knowledgeable of registration platforms, Cvent experience preferred
• Knowledge of market and industry trends

Competencies:

• Excellent communicator with Strong writing and communications skill who can influence and persuade across all levels of the organization while exercising a high degree of tact and diplomacy
• Customer-service oriented with a professional and positive approach
• Demonstrated creative and critical thinking skills
• Strong relationship management, project management, and problem-solving skills
• Ability to multitask with strong organizational skills/habits
• Self-motivated team member: willing to pitch in to help colleagues when needed
• Thrives in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm
• Strong computer skills, including work with MAC and PC, PowerPoint, Excel, Dropbox, and more
• Able and willing to travel up to 15% and to work nights and/or weekends as needed
• Commit to becoming Cvent-certified within six months of employment
• Commit to obtaining CMP accreditation within three years of employment

Environmental Conditions and Physical Demands:

Employee required to spend a portion of time in a seated position looking at a computer screen. Employee required to do some standing and walking. Employee will be in a well-lighted, heated, and/or air-conditioned indoor office setting with adequate ventilation.

Company Summary

LEO Events is an award-winning, people-first experiential agency and part of the Hoffmann Family of Companies. Since our formation in 2012, we've built a reputation for delivering bold ideas, exceptional quality, and measurable value shaping some of the industry's most successful experiences for the biggest brands in business.