Sr Event & Meeting Planner

The Senior Event & Meeting Planner manages the entire event planning process for complex events. This includes, but is not limited to internal meetings and events, incentive trips, board meetings, and sports sponsorships. Meets with Sentry executives to understand specific event and/or meeting needs. Serves as the main point of contact for any corporate events and/or meetings. Provides effective project management of meetings and events, maintains ongoing vendor relationships, and provides high quality internal and external client support.

What You'll Do

• Leads and implements all aspects of event and meeting strategies and planning requirements for large complex events, ensuring the timely and effective implementation of all operational aspects. Responsibilities include but are not limited to travel arrangements, ground transportation, facilities and equipment, food and banquet requirements, entertainment, participant activities, amenities, gifts, etc.
• Meets with business leadership to understand specific event and meeting needs. Presents complex event plans and outcomes to the business, including executives, ensuring a clear understanding on how their vision is being supported. Provides regular updates to business stakeholders on event progress.
• Oversees complex budget development and management, while identifying opportunities for efficiencies and cost savings on all events. Oversees post-event budget reconciliation, including collaboration with finance teams on invoicing and corporate tax procedures.
• Reviews and edits proposals and contracts from vendors/service providers to maximize efficiencies and ensure compliance with budget and company policies and procedures. Collaborates with internal procurement and legal teams to facilitate complex contract negotiations, ensuring favorable terms and mitigation of risk.
• Participates in planning and scheduling to establish deadlines and ensure the timely completion of independent tasks. Creates program documentation to include agendas, event portfolios, overviews, and proposals.
• Conducts market analysis and defines selection criteria for future event locations and venues. Conducts site research and independently plans and performs site inspections, to ensure location/venue meets needs and standards for accommodations, facilities, and transportation. Provides analysis and recommendations to stakeholders.
• Establishes and maintains relationships with prospective and current vendors used for various events.
• Guides and trains team members on event and meeting planning best practices, stakeholder and vendor management, and Sentry policies and procedures.

Additional Responsibilities

• Collaborates with marketing/creative department to develop and edit communications and collateral, which includes but is not limited to registration sites, mobile apps, invitations, signage, cards, awards, scripts, video and photography, etc. Submits requests into the marketing project management system to create physical and digital event assets. Collaborates across marketing teams to ensure projects are completed according to timelines.
• Produces and distributes various reports for Sentry management to track and report results against measurable targets.
• Evaluates quality and availability of nearby attractions for social programs and touring opportunities. Identifies services included at accommodation such as program space, technology and communication facilities, food & banquet options and security. Prepares cost summary and recommendation for executive management review/approval.
• May distribute and prioritize work assignments within unit to ensure that projects are completed in a timely manner.
• Creates and authors standard operating procedures, best practices, and process for all events.
• Assists Meeting and Events Director in developing departmental budget and monitoring expenses.
• Serves as backup to the Meeting and Events Director on event and meeting related issues.
• Maintains confidentiality in all aspects of meetings and events.
• Performs other job-related duties as assigned from time to time.

What it Takes

• Bachelor's Degree or equivalent work experience
• Minimum 7 years of related work experience
• Experience managing multiple, complex programs in a fast-paced, dynamic environment. Proven experience of project management and implementation.
• Strong organizational, interpersonal, and human relations skills. Ability to effectively communicate with all levels of management, c-suite, and members of the Board of Directors.
• Ability to work within specific time limitations and deadlines. Superior attention to detail.
• Corporate event planning experience working for a major brand is ideal. Experience in the sports industr