Senior Meeting Manager

  • BCD Meetings & Events
  • Quebec, QC, Canada
  • Jul 10, 2018
Full time Event Planning

Job Description

Responsible for the development, planning and overall operational execution of meetings for our corporate client. Must have strong project & client management skills and able to drive timelines to ensure successful event operations. The Meeting Manager works on a variety of programs simultaneously and serves as the day-to-day planning contact for each respective client. The Meeting Manager is responsible for the day to day client contact and program planning functions, as well as overseeing such elements as website development, attendee management, compliance, and final program billing/reconciliation.

Venue Sourcing:

  • Utilize Client's meeting management platform to submit RFP for venue sourcing
  • Review and compile RFP responses and present to the meeting host with recommendations
  • Contract negotiation including the utilization of client preferred properties and Master Hotel Agreements and cost savings through additional concessions
  • Apply compliance due diligence to ensure venue within client policy
  • Develop and conduct client site inspections as required and follow up with site inspection notes, revised estimated budget, program itinerary and program timeline

Meeting Management:

  • Direct responsibility for program development, sourcing, planning, execution and all of its components, of all assigned programs from the point of meeting registration including onsite program management
  • Create and manage a time and events document to communicate with meeting host and vendors
  • Adhere to Client policy on financial and compliance controls for all meetings
  • Create and update budgets as necessary during planning and prepare final reconciled budgets - Communicate budgetary information to meeting host throughout the planning and execution of meeting
  • Create and manage program related communications, including, but not limited to save the dates, invitations, confirmations, pre-trip and on-site materials, including program signage and participant name badges
  • Negotiate and purchase ground transportation, entertainment and d├ęcor elements via preferred Destination Management Companies and/or direct vendors.
  • Maintain the highest level of quality, professionalism and integrity when negotiating with suppliers and interacting with meeting host and team-mates
  • Monitor vendor service levels. Address and resolve service issues directly with vendors in a professional manner
  • Consult with the air team on allocated budget, client needs and expectations, as well as program destination requirements
  • Enter and update meeting information in meeting management technology including cost savings, final attendee registration and budget reconciliation
  • Adhere to all deadlines, turnaround timelines & compliance requirements.
  • Ensure internal and external reporting requirements are met
  • Monitor and review supplier billing and ensure timely payment and reconciliation
  • Use internal financial system to ensure that full payment is made in a timely manner
  • Ensure reconciliation of program within specified time frame, in accordance with audit and client standards
  • Compile and submit an audit ready program
  • Assume other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position and can add value
  • Work independently in the absence of supervision
  • Assumes and performs other duties and responsibilities not specifically outlined herein, as requested

On-site Implementation:

  • Determine and arrange detailed program needs (i.e. room set-up, function times, audio visual, menu selections, on-site/off site events and activities, DMC operations, special events, ground transfers, room deliveries, VIP needs, Prepare and provide meeting host with timeline outlining all planned program details
  • Provide on-site program assistance or manage a freelance Trip Director to ensure there is oversight to all arranged details of program (i.e. attend pre-con, advance all functions, verify room set-ups, review banquet checks/master bill, handle VIP needs, assist in handing out documents)
  • Devise on-site program operations staff recommendations
  • Prepare Travel Director materials to communicate on-site Travel Director Notes, logistic plans, final reports, program specs and all other pertinent program related planning materials
  • Travel required, especially during peak seasons

Client Communication:

  • Work with meeting host and business to coordinate and implement project for all meetings
  • Schedule, prepare and facilitate weekly team calls with respective meeting hosts for each assigned program. Prepare meeting recaps and distribute to respective team following each team call
  • Add value to client by counseling meeting hosts on best practices, compliance and cost savings to make their event successful
  • Coordinate and execute client VIP/Host Special Needs during planning and program execution.
  • Conduct internal pre-program briefings and post-program debriefings, including client briefing and debriefings


  • Must be bi-lingual (English/French)
  • Bachelor's degree strongly preferred
  • Minimum five (5) years meeting/program planning experience
  • Proficiency in Microsoft Office applications
  • Proficiency in database management
  • Firsthand experience of domestic and international group travel
  • Travel industry and destination knowledge
  • 50% travel domestically