Meeting Planner

SAPinsider, is a leading provider of global events for IT and technology professionals using SAP platforms. We have an immediate need to hire an experienced Meeting Planner who can help take our well-established events to the next level with creative and innovative logistic planning. This is a full life-cycle event logistic role, where you will work be responsible for all event details from venue... sourcing, space planning, hotel, food & beverage, budgeting, through to on-site execution of a flawless events.
Reporting to our SVP of Events, the ideal candidate must have high energy, be a creative out-of-the box thinker and will ?sweat the details? to handle multiple global events in various stages of planning.
Specific Responsibilities Include:
? Strategically plans, coordinates and executes overall logistical details for SAPinsider conferences and events to ensure seamless event execution.
? Sources venues for various sized and length events; assesses event venue needs and collects and reviews RFPs for event venue/hotel. Including F&B, AV, exhibitor space, event flow and budget.
? Determines space allocation and creates meeting specifications to dictate onsite flow for event.
? Serves as the primary point of contact to plan, coordinate and negotiate all food and beverage needs for the event. Monitors and revises food and beverage budget, selections, and provides final guarantees to venue by contracted deadline.
? Coordinates and secures all housing and transportation arrangements including negotiating prices, handing hotel attrition and/or overflow issues, securing security services and temporary workers, etc.
? Asses, negotiates and finalizes all assigned event Audio Visual and internet needs.
? Executes on financial plan using cost analysis and historical data to better and more cost effectively execute an event
? Primary onsite event contact for logistics related to housing, registration, badging delivery, food and beverage, vendor/client needs, onsite programs, etc
? .?Accountable for all budgeting, payments, bill reconciliation, credit card payments/approvals and financial records for events
? .Commands onsite leadership by effectively working with the hotel, attendees, speakers, exhibitors, and onsite staff to successfully operate the event on all levels
.
Core Skills and Competencies
? Excellent verbal and written communication skills
? Superb project and time management with a proven ability to meet deadlines
? Agile and adaptable with exceptional multi-tasking, organizational, and time management skills to balance and prioritize many responsibilities in a fast-paced, team-oriented environment
? Meticulous attention to detail with a proven ability to meet deadlines and budget
? Creative and effective problem-solving skills
? Self-motivating and deadline & goal oriented
? High degree of integrity and confidentiality
? Proactive and has the right ?instincts? to anticipate issues before they occur
? Basic knowledge or aspiration to learn systems/technologies
? Innate flexibility and the desire to develop and do whatever it takes to get the job done in an entrepreneurial, rapidly growing organization
? Multilingual a plus
Qualifications and Experience
? Bachelor?s degree, or equivalent, in business, marketing, hospitality or related discipline
? 3-5 years of directly related meeting planning experience working in roles requiring event planning, logistics and execution
? Experience in contract negotiation for hotel/venues, food & beverage, lodging, AV, etc
? Experience with vendor management and speaker management
? Experience working in B2B Market preferred
? Proficiency in computer navigation, Windows and Microsoft Office, as well as the ability to learn and use new systems efficiently/basic knowledge of Adobe Photoshop a plus
? Experience working within an event management system a plus
? Up to 30% U.S. and international travel required
Working Conditions:
? Prolonged periods sitting at a desk and working on a computer
? Prolonged periods of standing at events
? Must be able to lift up to 15 pounds
? Must be able to travel by air on international flights
About SAPinsinder
The Largest and Most Active, Global SAP Member Community
SAPinsider is an independent research and marketing services organization that leads the largest global SAP technology and line of business professional community with over 900,000 technology and business members. The SAPinsider members are actively using SAP to enable digital transformation and operational excellence within their respective businesses. SAPinsider members depend on our Premium Membership of research, education, networking and events to support their investments in SAP based technologies and business processes.
Here at SAPinsder we believe in diversity, equity, inclusion and belonging. We are committed to welcoming, respecting, and valuing people for who they are as individuals, learning from their differences, embracing their uniqueness, and providing a positive workplace fo
r all.SAPinsider is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status

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