Meeting Planner
CurrentManages assigned events gathering client expectations and objectives, conducting site visits, development, review, and revision of project management timelines and meeting specifications. Supports Learning and Development team with breakout sessions and programming for International Convention, International Assembly and training seminars.Develops vendor RFP’s, event budgets, provides timely reforecasting of budgets, through invoice reconciliation and payment per policies and procedures. Serves as a consultant conducting an exploratory needs assessment with follow up report to stakeholder confirming meeting services and estimated time required to plan the event.Initiates vendor selection process by researching vendors and venues, developing the request for proposal (RFP), compiling vendor bids, and preparing a vendor recommendation in compliance with RI procurement procedures.Manages meeting space by initiating and revising space allocation documents for all functional areas of each meeting, updates meeting planning work order software for all meeting space. Coordinates meeting resume, specifications, and floorplans to communicate event requirements. Liaises with RI Global Communications to coordinate interpreter services and equipment needs.Supervises and monitors room setups at meetings.Ensures accurate vendor billing through timely reconciliation of final invoice and reclassifying expenses.Arranges all food and beverage needs according to the event specs and the terms of the contract. Supervises food and beverage arrangements for all assigned portfolio events. Coordinates with Registration team to maintain accurate attendee master list of special requests and dietary requirements of attendees.Implements Board and Trustee actions as related to responsibilities.
