Team Leader, Venue Sourcing

5 months ago

مصر, Egypt CWT Full time

Team Leader, Venue Sourcing
- (24000038)

**Purpose of the role**:
**Meetings and Events Team Leader** will serve as the primary client liaison and project lead for meetings and events with varying degrees of complexity, as assigned by the Operations Manager. The role includes maintaining effective day to day contact with clients within allocated account and communicating with dedicated team of Event Planners to ensure effective working. For the assigned events, the Team Leader is the key day to day project contact for the client.

This position will be responsible for overall project management, from the early pre-planning stages through final billing and operational execution and will be responsible for managing various meetings and events at any given time. Project management work will include, but will not be limited to, creating and leading logistics and production teams, project budget creation and reconciliation, collaborating with internal associates and external partners, managing project timelines, and contract negotiations either in collaboration with a sourcing specialist or on their own. Manages and balances various meetings and events simultaneously of varying size, scope and complexity.

**Main responsibilities**:
**Specifically, the Team Leader will**:

- Lead the assigned operations team of Event Planners to ensure the highest client service standards are provided and maintained;
- Manage assigned project teams to ensure deliverables are on time, on budget and on brand;
- Develop strong relationships with clients to encourage account growth;
- Work alongside the Operations Manager in maintaining a clear communications plan between the operations team and the client.
- Be an ambassador for the CWT Meetings & Events brand able to enhance and uphold our brand reputation in the industry.
- Be responsible for the successful planning, organisation and delivery of a simultaneous range of events for allocated clients and working with your events management team or alongside internal colleagues or freelancers including production, creative, strategy, registration and IT in order to achieve excellent results;
- Manage event project tasks including initial brainstorms, proposal generation, statement of work, service level agreement, kick off meetings, project plans, budgets, timelines, taking and distributing contact reports for internal and external meetings, management of team hours, delegate management and onsite event management, as well as other event tasks required to deliver the project to an excellent standard
- Identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet needs of participants, and identifies successful criteria for evaluation of meeting
- Collaborates with sourcing specialists and/or client to determine appropriate geographical location and venue
- Plans/creates agendas for site inspections
- Responsible for delivering objectives within budget and ensuring project timeline is progressing, monitoring tasks and workload amongst team
- Manages supplier partners and internal support areas to ensure quality and timely delivery of in-scope program elements
- Provides feedback to all stakeholders through program summary and distribution of debrief notes for inclusion in account review
- Conducts pre
- and post-meeting briefings with suppliers and facility providers.
- Supports colleagues and events throughout the department on a larger scale, working as project lead or as support on larger meetings and events
- Performs time tracking as requested by management

**Financial & Contract Management**
- Develops budget for meeting which includes negotiating all vendor contracts independently related to a particular event
- Identifies ancillary and/or cost savings opportunities
- Manages assigned meetings and events according to established budget
- Ensures completion of payment and/or billing processes in adherence to client-specific processes
- Financial accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.
- Responsible for group reporting requirements and capture of required information to ensure accuracy
- Responsible for transparency reporting as required

**Logistics**
- Establishes invitation/registration procedures
- Assesses risk management to determine operational needs
- Oversees and/or organizes attendee management and communications
- Secures and communicates transportation/travel arrangements.
- Prepares and reviews housing reports in a timely manner
- Coordinates shipping of materials
- Complies with event technology usage as required
- Conducts regularly scheduled status meetings from pre-launch through operation, and ongoing programs/events, with client and project teams
- Arranges ancillary programs in conjunction with the meetings including pre/post meeting activities
- Travels onsite for assigned programs acting as the

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