Meeting Planner

Meeting Planner

SAPinsider is a leading provider of global events for IT and technology professionals using SAP platforms. We are looking for an experienced Meeting Planner to join our dynamic team and elevate our well-established events with innovative logistic planning.

The Meeting Planner will oversee the full life cycle of event logistics, from venue sourcing and space planning to on-site execution. Reporting to the SVP of Events, the ideal candidate will bring high energy, creativity, and meticulous attention to detail to manage multiple global events in various planning stages.

Meeting Planner Key Responsibilities:

• Event Logistics Management: Strategically plan, coordinate, and execute all logistical details for SAPinsider conferences and events to ensure seamless execution.
• Venue Sourcing: Source venues for various sized events; assess event venue needs, collect and review RFPs, and manage F&B, AV, exhibitor space, event flow, and budget.
• Space Planning: Determine space allocation and create meeting specifications to dictate onsite flow.
• F&B Coordination: Serve as the primary point of contact for planning, coordinating, and negotiating all food and beverage needs; monitor and revise budgets and selections.
• Housing & Transportation: Coordinate and secure housing and transportation arrangements, including negotiating prices, handling hotel attrition and overflow issues, and securing security services.
• AV & Internet Needs: Assess, negotiate, and finalize all AV and internet requirements.
• Financial Management: Execute financial plans using cost analysis and historical data to enhance cost-effective event execution.
• Onsite Leadership: Command onsite leadership, working effectively with hotels, attendees, speakers, exhibitors, and staff.
• Budgeting & Payments: Manage all budgeting, payments, bill reconciliation, credit card payments, and financial records for events.

Core Competencies:

• Proactive with the right instincts to anticipate issues before they occur.
• Excellent verbal and written communication skills.
• Exceptional project and time management with a proven ability to meet deadlines.
• Agile and adaptable with superb multi-tasking, organizational, and time management skills.
• Meticulous attention to detail with a proven ability to meet deadlines and budget.
• Creative and effective problem-solving skills.
• Self-motivating, deadline, and goal-oriented.
• High degree of integrity and confidentiality.
• Basic knowledge or aspiration to learn systems/technologies.
• Innate flexibility and the desire to develop and do whatever it takes to get the job done in an entrepreneurial, rapidly growing organization
• Multilingual skills are a plus.

Qualifications:

• Bachelor’s degree or equivalent in business, marketing, hospitality, or a related discipline.
• 3-5+ years of related meeting planning experience, including event planning, logistics, and execution, ideally in the B2B market.
• Experience with event management systems.
• Proven experience in contract negotiation for hotels/venues, food & beverage, lodging, AV, etc.
• Strong vendor and speaker management experience.
• Proficiency in computer navigation, Windows, and Microsoft Office, with the ability to learn and use new systems efficiently. Basic knowledge of Adobe Photoshop is a plus.
• Willingness and ability to travel up to 30%, both domestically and internationally.

We Offer:

• Competitive salary and benefits package.
• Opportunities for professional growth and development.
• A collaborative and innovative work environment.
• The chance to work with a global team on high-impact events.

If you are a detail-oriented, creative problem solver with a passion for event planning, we would love to hear from you.

Working Conditions:

• Prolonged periods sitting at a desk and working on a computer
• Prolonged periods of standing at events
• Must be able to lift up to 15 pounds
• Must be able to travel by air on international flights

About SAPinsider

The Largest and Most Active, Global SAP Member Community | SAPinsider is an independent research and marketing services organization that leads the largest global SAP technology and line of business professional community with over 900,000 technology and business members. The SAPinsider members are actively using SAP to enable digital transformation and operational excellence within their respective businesses. SAPinsider members depend on our Premium Membership of research, education, networking and events to support their investments in SAP based technologies and business processes.

Here at SAPinsder we believe in diversity, equity, inclusion and belonging. We are committed to welcoming, respecting, and valuing people for who they are as individuals, learning from their differences, embracing their uniqueness, and providing a positive workplace for all. SAPinsider is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.