Program and Events Planner

Job Overview

Join our team as a Program and Events Planner within the Destination Management Company (DMC) Operations department, reporting to the Director of Operations for DMC and Events. This role entails comprehensive planning and oversight of group programs and events, with an emphasis on improving client service and organizational efficiency.

Key Responsibilities

• Manage invoice updates in Excel and QuickBooks according to client requirements and project stages, including pro forma invoices when needed.
• Take full charge of planning designated Destination Management Programs, Projects, and events.
• Participate in client turnover conference calls and departmental meetings for brainstorming and project coordination.
• Prepare essential documents such as heads-up notes, vendor reservations, staff requests, bookings, work orders, purchase orders, and check requests for assigned projects.
• Maintain ongoing communication with clients throughout planning and execution phases, ensuring timely email responses within 24 hours.
• Monitor and communicate minimum guarantee deadlines to clients and vendors.
• Confirm and verify details including dates, times, service quantities, and event components as specified in project menus.
• Create full program booklets containing complete project information and required forms.
• Collaborate with the Creative & Design Events Team to manage vendor-imported items, including their booking, receipt, usage, return, customs documentation, and clearance.
• Arrange timely bookings for foreign staff necessities such as work permits, transport, allowances, and accommodations in accordance with company policies.
• Collect and update vendor pricing and product information regularly to maintain accurate price lists.
• Work closely with vendors to ensure purchase orders, payments, and documentation are properly processed and filed.
• Input relevant data accurately into Project Management Systems, QuickBooks, and other tools where applicable.
• Handle immigration paperwork for specialty work permits, adhering to timelines and government procedures.
• Submit work and purchase orders promptly to the Creative & Design department following company policy.
• Maintain adherence to planning timelines including submission deadlines for purchase orders and check requests.
• Ensure arrival and departure manifests and related documentation are received from clients using approved software.
• Attend pre-conference and walk-through meetings for assigned programs and report updates to management.
• Foster relationships with company Directors, Vice Presidents, and Executive Team members.
• Recycle and store program documentation appropriately after completion and required retention periods.
• Support event management alongside the Program Manager; oversee contracted service adherence during set-up and event execution, transitioning programs to Program Managers where present.
• Lead or participate in program site inspections alongside sales or operations leadership.
• Ensure comprehensive filing of all program-related paperwork for accounts, HR, and administration post-event for payroll and billing processes.
• Handle event bookings, client meetings, décor request verification and management per SOP, and attend events as required.
• Participate in necessary training sessions and uphold company sign-in and policy compliance protocols.
• Safeguard company and vendor property throughout program events.
• Perform any additional duties as assigned.