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Sr. Offsite Event Planner

2 weeks ago

London, United Kingdom Opus Full time

**Job Title**: Sr. Offsite Event Planner (Embedded in the Bill and Melinda Gates Foundation)

**Group/Team**: BMGF (London)

**Reports to**:Sr. Director Event Management

**Location**: London (embedded in BMGF office)

**Employment Type**: FT, Salaried

**Travel Requirements**: 20% domestic and international (passport needed)

WHO WE ARE

**OPUS AGENCY**

Opus Agency is a future-forward full-service Global Events Agency with over 325 team members in the United States and the United Kingdom. As we look ahead to 2025 and beyond, our profound opportunity is to shape the future of events in an increasingly AI-infused world. In an era where digital interactions often dominate, the authenticity of real-world connections will become paramount. Events will emerge as the #1 priority for CMOs, driving brand success and fostering deep, meaningful relationships with audiences.

Our embedded Bill and Melinda Gates Foundation (BMGF) team plays a critical role in this vision, partnering with world-shaping brands like Amazon, Microsoft, Google, and Salesforce, as well as an ever-expanding roster of category creators and fast-growing global brands. With these clients, we don’t just respond to change; we shape it by pulling the future forward and leading them into a new era of event marketing. As a Senior Offsite Event Planner for BMGF, you will be at the forefront of this mission, driving innovative and impactful strategies that align with this events-driven vision for the future.

**WHAT WE ARE LOOKING FOR**

The OFFSITE EVENT PLANNER serves as a planner for multiple onsite and offsite convenings and meetings (typically ranging in size from 5 to 300 people), managing all aspects of coordination without regular supervision. This position will work independently and will work a combination of onsite in our client offices, Opus office and remote.

**YOU SHOULD HAVE**
- Event Management experience (minimum of 200 attendees) required.
- Bachelors Degree from a four-year institution is preferred.

**ESSENTIAL RESPONSIBILITIES**

- Manage multiple convenings that may require AV, food and beverage, offsite dinners, site visits, registration, and travel with attendance ranging from 5-300 in areas not limited to the UK, Europe and the Middle East
- Advise clients on site search results and makes thoughtful recommendations based on client’s needs
- Review and negotiate contracts on behalf of client such as hotel room block contracts, restaurant contracts, and local venue contracts in conjunction with BMGF events team, or independently, depending on size of meeting
- Manage project documents for larger convenings such as client meeting documents, contracts for venues (ex. restaurant, hotels), budget templates, BEOs, space plan/venue documents, timelines, and transportation plans
- Occasional work in the clients office as additional support with onsite event staff
- Must be proficient in negotiations and establish good relations with vendors and works with vendors in securing needed materials on time, within budget and meeting requested specifications
- Regularly research and maintain a written resource of local and relevant event industry happenings, such a gallery openings, new venues, or offsite dinner locations for foundation events
- Illustrate an understanding of international meeting coordination including succinct communication skills, international-used meeting terms, and ability to convey all event logistics with contacts who may have limited skills in the English language
- Learn EMS software (Event Management System) and regularly updates EMS with current event information
- Report to Opus manager and members of client event team on a regular basis to discuss project progress, challenges and solutions
- Maintain clear communication with manager and/or client, regarding special problems or exceptions to policies and procedures
- Share experiences, challenges, and solutions to benefit other team members
- Treat all proprietary information as confidential
- Participate in the weekly client Events Team Meetings and attends other training sessions as required
- Represent the client’s stewardship and values in all tasks
- Follow established policies and procedures for appearance, timeliness, and safety
- Attain a thorough knowledge of Opus Agency's operating procedures and the overall operation of the company
- Utilize internal system for reconciling event-related charges; responsible for allocation of all charges and liaising with internal analyst on departmental chargebacks and tracking Ensure seamless coordination with internal and external event team by providing written, verbal and graphical status reports
- Use Excel and Word efficiently for reports
- Speak in company and client meetings
- Maintain a familiarity with event department resources (Manuals, SharePoint, etc.)
- Ensure appropriate coverage during any times out of the office
- Effectively perform work assigned in a timely, customer-centric, and accurate manner
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