Events Planner
Brown-Forman - Louisville, KY

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Scope:
Provides meeting planning services for all departments, divisions and subsidiaries. Approximately 60-70 events per year. Planning includes events with 10 or more participants or as assigned. Obtains meeting services at the lowest reasonable cost while maintaining the highest possible standards. Serves as a brand building liaison to vendors in an attempt to strengthen relationships and increase placements.

Basic Function:
Planning of events which encompasses meeting with host/committee to determine needs/budget/goals and objectives, site selection, contract negotiation, coordination of all logistics, liaison with BF Travel for flight needs, work with on-premise market managers to assure strong BF accounts are used and potential for additional placements in maximized.

Create very sound contracts with vendors that serve the best interests of Brown-Forman. Work with Risk Management to assure proper insurance and protection is in place for meetings. Maintain a solid working knowledge of B-F brands and the corporation.

For major events, coordination of key initiatives and needs with the Strategic Events Manager and outside production companies to ensure theme, AV and production needs are implemented correctly and on budget. Also with work Corporate Communications and other Internal Communication team members on theme, logo development and agenda.

Coordination with other internal vendors such as Design, IT, BBU, etc., to ensure all client needs for each meeting are met. Establish and maintain strong vendor relationships to maximize value of meetings, performance of facilities and potential for additional brand placements.

Travel with client/committee for site selection and advance planning as needed. Provide on-site coordination/leadership during event if needed.

Review all invoices after events, correct if necessary and then process timely payment of final charges. Budget reporting to clients as requested before, during and after events. On-going tracking system for generating reports using American Express on-line resources.

Keeps the Master Event Planning Calendar up-to-date with personal assignments.

Special projects and additional assignments as requested by the Strategic Events Manager.

Responsibilities:
Consults with internal clients to ascertain meeting/event and distributor visit needs. Assists in determining budget, goals and program components.

Researches and recommends meeting locations based on meeting goals, budget, attendee needs, availability of transportation and other considerations.
Travels as needed during site selection process

Coordinates meeting logistics including transportation, hotel accommodations, meeting spaces, meals, entertainment, and audio-visual production.

Coordinates closely with brand and home place managers to ensure successful distributor and other VIP guests.

Works closely with Strategic Events Manager to ensure that meetings and events are related to the strategic direction of the company and the BF brand.

Attends meetings and events worldwide to oversee and coordinate arrangements when needed or requested by client.

Builds and maintains positive relationships with meeting suppliers and industry contacts worldwide. Promotes our brands with meeting suppliers including hotels, restaurants, bars and conference facilities. Alerts sales department to placement opportunities.

Maintains working knowledge of the meeting planning industry and its’ current trends. Accomplished through involvement with associations, networking with other planners/vendors and reading and comprehension of industry news and publications.

Brown-Forman - 3 years ago - save job - block
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About this company
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Brown-Forman, founded in 1870, is a diversified producer and marketer of fine quality beverage alcohol brands. Headquartered in Louisville,...