Planning Manager

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward. 

Headquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something. 

See what life is about at BCD M&E at bcdme.com/careers

About The Role

We’re looking for a Planning Manager who will be dedicated to client’s Signature Events Team. Planning Managers will commit to building and maintaining strong client relationships while providing high touch, best-in-class meeting and event services. Responsible for supporting and consulting client with all program logistics, including but not limited to; Food and Beverage, Audio Visual, Travel (air and ground), attendee and rooming list management and final bill reconciliation.

Planning Managers will commit to building and maintaining strong client relationships while providing best-in-class meeting and event services.

Your Responsibilities

• Work with client to finalize all logistics; air travel, ground transportation, food & beverage, meal guarantees, meeting space, room set, audio/visual, production, off-site events, activities, and special needs.
• Fully understand the contract and addendum process and plan according to the contracted rooms and space and contracted terms and conditions.
• Ability to work cross functionally with other support teams to manage all needs of the program including registration managers, web builders, and project accountants.
• Complete vendor search, proposal process, and contract negotiations for ancillary vendors (off-site events, ground transfers, activities).
• Understand and effectively adhere to client meeting policies and SLAs.
• Lead and participate in Kick Off and planning calls; provide ongoing client consultation.
• Attend site inspections and planning visits.
• Manage all pre-program logistics including vendor communications, DMC bidding and management, group travel, registration website testing, and shipping coordination.
• Manage ground transportation requests, payments, and on-site coordination.
• Oversee meeting budgets using Cvent, including reporting, invoice reconciliation, COI submissions, and accruals.
• Provide on-site meeting execution support including attendee and rooming list management, VIP requests, staffing coordination, and pre-con meetings.
• Conduct final bill reconciliation, manage venue disputes, update budgets, and lead meeting debriefs.
• Travel to, manage, and execute all assigned programs on-site
• Ability to travel more than 50% annually (to all assigned programs for onsite execution)

You’re Good At

• Cvent Meeting Management Technology experience (registration, budgets and reconciliation). 
• Strong attention to detail and customer service skills; ability to work independently without supervision.
• Proactively add value through consultation to the client regarding best practices and additional ways to make their event successful.
• Must be able to work independently in the absence of supervision with strong attention to detail and customer service skills
• Strong and accurate verbal and written communication skills; capable of proactive problem solving, anticipating, initiating, and resolving customer or vendor issues.
• Ability to work well under pressure and adapt to ever-changing scenarios, managing a high volume of events simultaneously.
• Ideal candidate possesses 5+ years in a lead planner role

You Might Also Have 

• Ability to work productively in home-based office without disruption
• Ability to think outside the box and tap into creative solutions for client needs

You Should Know 

• This role is virtual, working in the CST/ EST time zones
• This role requires more than 50% travel annually, to all assigned programs for onsite execution

THE PERKS

Flexible Working
We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow
Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice
We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move
The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered
Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.
It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.
 

Travel requirements for this role are as follows:50% to 75% 

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the US for the position of Planning Manager  is between $60,000 - $75,000. The actual pay depends on your skills, qualifications, experience, geographical location, and project budget.

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