Job Description

Reporting to: Team Leader, Events, UK

Position Type: Hybrid (3 days in office, 2 days home)

Reed & Mackay leads the global travel and event management area with extraordinary service and proprietary, client-led technology. Ranked first in the Sunday Times International Fast Track 2020, we are a business that is always looking forwards, while ensuring that we're everything that our clients need today. In May 2021, we became part of Navan (formerly TripActions), and together we are setting the agenda for the future of business travel.

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JOB PURPOSE:

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.


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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 To participate in face-to-face meetings with clients as and when required to do so 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 Attending 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-ordination of 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:
o Ground transportation coordination

o Activity planning and social activities

o Booking speakers and entertainers

o Organising dinners, food and beverage services, and corporate hospitality (e.g., sports tickets)

o Branding, design, and decor

o 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 Working with other team members and teams as necessary to meet event requirements Complies with M&E technology usage as required

Financial & Contract Management

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 To maximise all income opportunities and to be actively aware of commission rates, preferred partners securing and negotiating enhanced levels and cost saving opportunities wherever possible

General/Team

Ensuring strict adherence to client SLA's Working 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 To 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 Providing Out of Hours support as necessary Support the team on additional client enquiries and workloads as necessary To 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

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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 Effective communication in English Additional languages preferred but not essential - ideally German, Spanish, French

WORK ENVIRONMENT:

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