Meeting & Events Planner - San Francisco, CA

Overview

San Francisco - California - United States of America, South San Francisco - California - United States of America.

About The Job The Meeting & Events Planner will lead successful execution of events as the primary point of contact for clients and primary communicator of event details to the meeting and events operations team. In this role you will be responsible for guiding event clients through the full scope of the planning process, including furniture and equipment configurations, audio-visual requirements, food & beverage service, transportation, and other event attendee services.

The Meeting & Events Planner will manage the master events calendar, confirm event requirements, and ensure operations stakeholders fully understand requirements through management of communication channels, briefing and planning meetings.

• Serve as primary point of contact for high profile and/or large engagements. Accountable to develop and communicate end-to-end complex event plans to ensure flawless execution of meetings and events. Exercises sound judgement to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes and leveraging meeting industry best practices and experience.
• Manage complex master meeting and events calendar for medium to large sized event space. Communicates events schedules with all required partners and service providers. Responsible for all communications, planning meetings with event staff, and proactively planning logistics across the master calendar.
• Responsible for pre-event planning, greeting event hosts upon arrival, introducing service delivery teams to client, answering questions, ensure understanding of details of event between host and service delivery team and post event reporting and reconciliation.
• This includes but is not limited to: sourcing/selecting/recommending vendors for catering, decor, entertainment, giveaways, etc., supporting event communication and marketing plan, problem-solving issues that arise, welcoming guests, directing event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests, and managing tear-down.
• Manages each event as a project from planning through execution. Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication. This includes creating and managing detailed event planning timelines, ensuring deadlines are met on time and with high quality, creatively troubleshoot issues, ensure effective handoff to service delivery team, monitoring the progress and schedule of events and tasks, communicating with stakeholders, management, and other relevant parties.
• Responsible for building and maintaining work relationships with internal and external clients in a timely and professional manner. Participates and/or leads planning calls, representing the site, and ensuring all event aspects are in accordance with building safety and security regulations.
• Coordinates with internal partners as well as with outside vendors and event professionals to manage to client expectations on time and with high quality. Creates and distributes banquet event orders to vendors and internal and external stakeholders defining event specifics including a timeline and floor plans for set-up, event flow, and event strike details.
• Key contact for the event in ensuring seamless event delivery by the Meeting & Events operations team. Check in with the team and client on the day of the event to ensure thorough communication; responsible for on-site logistics including managing vendors ensuring a certificate of insurance is on file, load in and set up is on time and in adherence to building/site policies and is a point of escalation should an issue arise.
• Captures post-event reporting and reconciliation and suggests recommendations for continuous improvement and cost / process efficiencies.
• Supports and provides informal guidance to junior members of the team.
• May support with budget creation for events and accountable for budget adherence and related activities such as…