Meeting & Event Planner Job at Carlson Wagonlit Travel (Hauptsitz Deutschland) /

Job Description – Meeting & Event Planner (250000AV)

In this exciting role, the Meetings & Events Planner will own the planning and delivery of small and medium‑size meetings and events, as well as actively assist in program delivery elements for larger and more complex meetings, utilizing standard processes and procedures to achieve client satisfaction. As an event planner, you will work independently and as part of a project team, leading all aspects of assigned program components from conception to execution of meetings and conferences. We are looking for highly organized, detail‑oriented individuals, who are flexible, thrive in a fast‑paced environment, and handle multiple projects with tight deadlines. This role requires initiative, self‑motivation, flexibility, creativity, and collaboration to be able to assist in the development, planning and execution of successful meetings and events.

This is an opportunity to get involved in our rapidly growing Meeting & Events team and grow professionally along with the business.

Fluency in German required for this role.

Main Responsibilities

• Determine the purpose of the meeting, prepare a project plan with specifications, and obtain historical information related to the program.
• Identify stakeholder needs, prepare program outline (e.g. topics, content, speakers), design program details to meet needs of participants, and determine technology requirements.
• Proactively elevate potential client, program, or delivery issues for timely resolution.
• Own or actively assist in determining the purpose of the meeting.
• Prepare a project plan with specifications, and obtain historical information related to the program.
• Plan, order, and oversee technology requirements.
• Conduct a pre‑meeting briefing and post‑meeting conference with suppliers and facility providers.
• Plan/ create agendas for site inspections.
• Identify ancillary revenue sources and/or cost savings opportunities.
• Develop a budget for the meeting, which may include vendor contract negotiations.
• Ensure completion of payment and/or billing process.
• Manage according to the budget.
• Conduct RFP process.
• Be responsible for group reporting requirements.
• Ensure adherence to standard or client‑specific deposit terms, client contract terms and conditions, and billing guidelines.
• Assess risk management to determine insurance and operation needs.
• Secure and communicate transportation/travel arrangements.
• Determine setup for function rooms including seating and AV.
• Manage all food and beverage needs.
• Prepare and review housing reports in a timely manner.
• Coordinate shipping of materials if required.
• Comply with M&E technology usage as required.
• Secure third‑party vendors and manage contractual relationship.
• Determine food and beverage requirements that support program objectives.
• Arrange ancillary programs in conjunction with the meetings, including pre/post‑meeting activities.
• Provide program feedback to all stakeholders through summary and distribution of program debrief notes for inclusion in account review.
• Travel onsite for assigned programs acting as the business lead meeting owner as required.
• Perform time tracking as requested by management.
• Increase Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings.
• Identify upselling opportunities and inform manager.
• Perform other duties as assigned.

Qualifications

Experience & Education

Education: College diploma or degree in related field.

• 3‑5 years of meeting and event management experience, including at least 2 years of support for mid‑scale events.
• 3‑5 years of Pharmaceutical Convention and Congress experience.

Knowledge, Skills and Abilities (KSAs)

• Excellent oral and written communication skills in both German and English.
• Critical thinking skills.
• Organizational skills.
• Ability to work under pressure, cope with competing demands, establish priorities and deliver to fixed dates.
• Facilitate collaboration with teammates to obtain support and knowledge.
• Anticipate issues and proactively propose solutions.
• Develop solid interpersonal relationships through strong communication and problem‑solving skills.
• Can negotiate, influence, take risks and communicate with business leaders.
• Foster diversity, be inclusive, think globally and drive engagement.
• Strong knowledge of Microsoft Office products.
• Cvent meeting technology tool preferred.
• Travel industry knowledge preferred.
• Travel 40% of the time.

Work Arrangement: Remote, Hybrid (average of minimum 2 days), Onsite‑CWT Office.

Live and Work by CWT Values

• Leadership
• Passion
• Caring
• Integrity

CWT is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.

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