15 May

Delegate Co-ordinator

CWT Meetings & Events is a global leader in event and meeting management. With an international reach of 1,600 event specialists extending across 74 countries worldwide, it delivers over 35,000 events each year for its customers who come from industries ranging from pharmaceutical and healthcare, to technology, financial services, telecommunications, energy, automotive and government. Leveraging Carlson Wagonlit Travel’s global expertise and network, CWT Meetings & Events creates a customised, holistic approach that delivers excellent results to clients.

For more information about CWT Meetings & Events, please visit our website here

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Main Objectives:

The Delegate Co-ordinator is responsible for supporting the successful delivery of a key complex Pan-European event project on time and on budget.  Maintaining effective day-to-day contact with clients and colleagues whilst communicating with other team members to ensure effective working.

Specifically, the Delegate Co-ordinator will:

  • Support with and undertake successful delivery of a specific Pan European live event to the highest service standards
  • Manage a range of project tasks to ensure deliverables are on time, on budget and attendee logistics are successfully operated
  • Manage data and all attendee communications using Excel and Cvent
  • Manage venue/accommodation that has previously been sourced in line with existing contracts with the objective managing rooming list to avoid penalties as far as possible
  • Obtain travel options for client and act as liaison between attendees and transport providers

Key Accountabilities:

  • Support the project management of these live event projects to ensure the following:
  • client service satisfaction – both stakeholders and attendees
  • manage performance to agreed client service level agreements
  • Support event project tasks including:
  • delegate management
  • hotel rooming list management
  • transportation booking & coordination
  • tracking of individual billable hours
  • other event tasks required to deliver the project to an excellent standard;
  • Ensure that quality processes and tools are incorporated into all daily activities to drive process efficiencies and maintain the highest client service standards
  • Ensure contingency plans are created and in place to effectively manage crisis situations and support business continuity related to the allocated client account
  • Build and maintain effective supplier relationships, manage contracting and ongoing communications with all third party suppliers, leveraging volume discounts, undertaking contract reviews, checking emergency procedures and processing third party payment requests as required
  • Manage allocated project inboxes to ensure timely and accurate responses to clients, delegates and suppliers
  • Manage, review and update event budgets submitting to the relevant senior manager within CWT M&E (depending on value of project) for approval. Support all post event budget reconciliations, and pro-actively chase for outstanding supplier invoices
  • To keep your line manager informed of any potential issues or positive feedback received


  • Some event delivery experience is preferred
  • A clear understanding of the Meetings & Events industry with knowledge of the service areas within CWT Meetings & Events specifically
  • live events management
  • delegate management
  • group travel
  • Adept at managing key client and internal relationships
  • Personable, courteous and patient handling attendees

Skills & Attributes:

  • Fluent written and spoken language skills of one or more of the following:
    • French
    • Italian
    • Spanish
    • Slovakian
    • Polish
  • Good MS Excel skills ideally working at an intermediate level e.g. able to analyse data, produce summary reports, perform mail merge actions.
  • Proactive, enthusiastic and charismatic approach with a flexible, can-do attitude to work in general
  • Good interpersonal and written / verbal communication skills when working with clients and colleagues of all levels. Able to present ideas and results clearly, creatively and to influence client decision making
  • Ability to work under pressure and prioritise workloads whilst maintaining attention to detail and meeting agreed deadlines (clients, suppliers etc.), on simultaneous projects
  • Excellent attention to detail and QC of complex data
  • Understanding of Meeting and Events industry working hours, with willingness to work at unsociable hours as projects require
  • Self-motivated and able to work independently and as part of a team in a busy office environment;
  • A team player, able to be approachable yet tenacious especially around best practice process and behaviour
  • Ability to maintain a high degree of integrity and discretion
  • IT literate with experience of using Microsoft Office tools
  • Experience of using database tools such as Cvent and ClickTime are an advantage

To APPLY for one of the roles you should email a covering letter and CV to: alex.beckett@cwt-me.com