At Reed & Mackay, we are more than a global leader in travel and event management; we are a team united by passion, care, and entrepreneurial spirit. As a unique brand within the Navan Group, we provide deep sector expertise and customised programmes from offices across the globe.
With over 60 years of innovation in service, our success is built on delivering flexibility, reassurance, and insight to our clients. Our built-for-service technology and high-touch expertise removes the hassle from travel and event management, connecting businesses globally while keeping their people productive and safe and their costs down.
Looking for the next opportunity? Join our dynamic, inclusive culture, where your ideas are valued, your growth is supported, and your contributions help shape the future of global travel and events.
Job Purpose: As an Event Planner within Reed & Mackay Events, you will provide office-based support to clients for their event needs – from initial enquiry, managing suppliers, through to financial reconciliation and event debrief. We are looking for a talented confidential individual, with experience of working within the corporate events sector, who can adapt quickly, listen intently, and work equally as hard on their own or as part of the team.
Key Responsibilities: Client Management
- Working closely with Events Team and Team Leads to offer a seamless and professional service to clients
- Identify opportunities to increase the value of existing and new business
- Endeavour to become a centre of excellence with respect to client satisfaction
- To undertake and own face-to-face meetings with clients as and when required to do so
- Immerse yourself in client brand and culture, understanding their marketplace and competitors
- Provide new and existing leads within your client portfolio
- Coordinate venue visits for clients and where necessary, accompany them
- Attending client events as necessary
Event Planning Process & Logistics
- Lead medium sized events (remotely/office-based) from conception through to delivery and financial reconciliation which involve more than one element (accommodation, meeting space etc)
- Conduct RFP process to relevant suppliers and continually build supplier relationships
- Working with other teams as necessary to meet event requirements
- Responsible for completing Event Specific Agreements on a per project basis
- Support with Delegate Management services where your projects require
- Agrees and advises on setup for function rooms including layout, seating and AV
- Manage all food and beverage needs
- Prepare and review rooming lists in a timely manner
- Complies with M&E technology usage as required
- Provide event feedback to all stakeholders through debrief notes for inclusion in any account reviews
Financial & Contract Management
- Financial accountability for events including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.
- Negotiate with suppliers on rates and concessions driving cost savings for clients
- Develop / manage client event budgets, ensuring agreed profitability through careful negotiation and commercial knowledge independently related to a particular event
- To maximise client revenue through upselling and promotion of Reed & Mackay Event services
- To ensure cancellations are managed in line with the company’s standards and procedures
- To maximise all income opportunities and to be actively aware of commission rates, preferred partners securing and negotiating enhanced levels and cost saving opportunities wherever possible
General/Team
- Working with the team to build, maintain and confirm a healthy pipeline of events in line with the Reed & Mackay business strategy
- Adhere with and maintain team support for departmental process and development
- Assist with on-the-job advice, guidance and support to new and junior members of the team
- To participate in training and educational sessions, continually improving product knowledge through targeted activities, industry related courses and attendance of familiarisation trips, office presentations and site visits
- Support critical business continuity plans
- Providing Out of Hours support as necessary
- Support the team on additional enquiries and workloads as necessary
- To undertake any other duties or responsibilities that may reasonably be expected within the terms of the role as assigned by your Team Leader or Head of Meetings & Events
- Full compliance of company policies and procedures
What We’re Looking For:
Core Skills & Experience
- Current event planning experience (preferred), ideally both nationally and internationally in meetings, group accommodation and venue sourcing
- Excellent knowledge of Microsoft Office products and venue find software (Cvent)
- Excellent product knowledge and awareness of UK and overseas suppliers and destinations
- Basic understanding of event/delegate management software (Cvent)
- Positive people skills – ability to develop and maintain strong relationships with colleagues, clients and suppliers alike
- Excellent critical thinking skills
- Ability to remain objective, open-minded and receptive to change
- Strong attention to detail, customer service, and negotiating skills
- Strong organizational skills that can coordinate multiple resources
- Ability to remain calm in stressful fast-paced situations
- Ability to work as a team player
- Ability to lead and direct client decision making with a consultative and client-led approach
- Self-motivated – create a sense of enthusiasm and enjoyment that is evident to colleagues
- Identifies commercial risks and opportunities and escalates as appropriate
- Financial management: ensuring accurate budgeting and invoicing
- Effective communication in English
- Additional language skills preferred but not essential
Equal Opportunities
At Reed & Mackay we welcome everyone with an open mind and an open heart. This is because we knowpeoples' different experiences, identities and backgrounds helps us to build a culture where everyone can collaborate and be their authentic selves, whilst feeling safe, valued and included.
Reed & Mackay is committed to providing equal opportunities by assessing all potential candidates according to their skills, knowledge, qualifications and capabilities. No regard will be given to factors such as age, gender, sexual orientation, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion, disability or neurodivergence, or other applicable legally protected characteristics when making any employment decisions, including hiring.
Reasonable adjustments or accommodations will be provided, where required, and in line with local laws, to candidates who have a disability or are neurodivergent. Please notify us of your requirements at recruitment@reedmackay.com.
