Events Planner

Job Description

Job Description

Top International Non Profit firm seeks special events venue sourcer

The primary focus on meeting and event venue site selection. The individual will be responsible for executing strategies for strategic meeting management, specifically in the areas of hotel and venue selection and contracting. The role will ensure alignment with business goals while gaining a clear understanding of the organization's requirements for third-party services, including hotels, meeting spaces, and event services.

A key aspect of this role is the ability to engage with the internal planning team whose collaboration is essential for successful sourcing and contracting efforts. The individual will need to interpret business needs and translate them into effective solutions that meet both logistical and budgetary expectations.

The role is dedicated to delivering exceptional service by driving effective project management and innovative solutions. The position will report directly to the Express Desk Program Lead and will not have direct reports.

Key Responsibilities

• Conduct comprehensive venue research and sourcing for a wide range of events, from large-scale conferences to smaller, specialized meetings
• Lead multi-city venue RFP development, issuance, and management, ensuring clear, accurate, and tailored requirements
• Evaluate venue proposals for feasibility, quality, aesthetics, and alignment with event objectives; recommend alternatives when needed
• Negotiate venue contracts, securing competitive pricing, concessions, and favorable terms while ensuring compliance with standards
• Review and finalize venue and hotel agreements, ensuring all negotiated terms, discounts, and service levels are captured
• Serve as the primary liaison between event planners, CRMs, legal, finance, and venue partners throughout sourcing and contracting
• Support smooth handoff from sourcing to planning and assist with concierge-level requests as needed
• Monitor venue performance during execution and conduct post-event evaluations to inform future sourcing decisions
• Demonstrate strong commercial awareness, identifying cost-saving opportunities and value-added services
• Share best practices and contribute to continuous improvement in venue sourcing, negotiation, and vendor management
• Support ad-hoc projects and provide additional event sourcing or planning assistance during lower-volume periods
• Act as a CEE ambassador, aligning venue sourcing decisions with strategic initiatives and core values
• Bachelor's degree or equivalent experience

• 2 + years' similar event-related experience with a strong focus on venue sourcing

• Proven experience in venue sourcing, hotel site selection, and contract negotiation within corporate, association, or large-scale event environments
• Strong understanding of hotel categories, venue aesthetics, and event logistics across a variety of event types
• Excellent communication skills, with the ability to gather stakeholder requirements, articulate event needs, and collaborate effectively across teams
• Demonstrated negotiation and contract management expertise, with a focus on cost optimization and value creation
• Strong project management skills, including the ability to manage multiple priorities in a fast-paced, deadline-driven environment
• Creative problem-solving skills and sound judgment to address venue and logistical challenges
• Knowledge of best practices in venue sourcing and event logistics, with a commitment to continuous improvement and alignment with organizational goals
• High attention to detail and accuracy in contract review, data entry, and analysis
• Proficiency in Microsoft Excel and Word, with experience using tracking and reporting systems
• Ability to work independently while contributing effectively within a collaborative, team-based environment.