Senior Meetings & Events Planner

Expedia  •  IL and 4 other locations

8 - 10 years experience  •  Leisure and Travel

Salary depends on experience
Posted on 12/01/17
8 - 10 years experience
Leisure and Travel
Salary depends on experience
Posted on 12/01/17


Egencia, and Expedia Inc. Company, makes business travel better. Combining technology and service, we build a seamless experience, where companies have access to a user-friendly interface, extensive travel options, and 24/7 global support. Join our mission and help us take the next steps in transforming the world of business travel.

As a Senior Meetings & Events Planner with Eegencia, you will be responsible for 3 major areas of work, client management, program management and Sourcing.

Client Management

  • Main point of contact with client/decision-maker to provide a consultative approach to program planning
  • Accountability to achieve client satisfaction by facilitating the operational delivery to plan, implement and track successful client programs
  • Manage scope and find opportunities for additional revenue growth with clients
  • Keeping the client up to date on program spend so that the end result matches their expectation
  • Advise clients on creative concepts and program design along with best practices in cost savings and other program areas
  • Debrief with client on lessons learned and contribute to client business reviews as needed

Program Management

  • Responsible for program development and management including sourcing, logistics, attendee management, budget management, post program reconciliation and onsite execution (where applicable)
  • Work with product development to integrate recommendations on program based on group history and/or destination knowledge
  • Monitor hotel block and release/add rooms as required to manage attrition in line with registration trends
  • Recommend resolutions to issues and conflicts that arise and ensure the project timelines are met
  • Hold project team members accountable with timelines, tasks, risks, and issues
  • Create work change orders for scope changes; ensure client signoff
  • Creates risk management plans
  • Facilitate the creative direction and fulfillment of gifts, host communication materials, onsite materials and other participant/program materials
  • Enter and update meeting information in meeting management technology including budget information, cost savings, final attendee registration and budget reconciliation
  • Flexibility to work lower complexity programs and/or sourcing only programs as needed


  • Sources hotels, DMCs and other suppliers using technology tools where applicable
  • Negotiates on all aspects of program including third party suppliers, on behalf of the client, driving the highest level of cost savings
  • Coordinate onsite staff hiring with Sr. Manager of Operations
  • Facilitates contracts between suppliers and the customer, ensuring the client has full awareness of any specific cancellation and attrition contractual commitments
  • Arranges site visit for clients on demand
  • Works with convention bureaus and DMC’s to research venues and destinations, including identifying convention dates, citywide dates & savings opportunities
  • Collects and records final pick up information; advises client on potential room block sourcing to mitigate attrition and maximize pick up
  • Invoice hotels for commission as required


  • Minimum 8-10 years high level meeting and events experience (including high touch incentives)
  • Event/meeting experience should include sourcing, contracting, contract negotiation, meeting planning, reconciliation and budget management
  • Client facing experience required
  • Demonstrated commitment to providing extraordinary customer service
  • Knowledge and experience working with meetings registration tools
  • Excellent time management skills with ability to manage timelines and multi-task in a fast paced environment
  • Ability to balance client needs with Egencia Meetings & Events goals and objectives
  • Ability to collaborate and complete tasks and projects in a team-focused environment
  • Experience in program management; project management certificate preferred
  • Working proficiency in another language is an asset
  • Schedule flexibility –ability to work across multiple time zones and willing to travel on programs
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