Join the Team

This role is based in our Irving, TX office and has a hybrid schedule. Remote work may be considered.

The Company

Brightspot Incentives & Events, an Irving-based incentives and events agency, serves Fortune 1000 clients and mid-market enterprises to drive motivation and channel engagement through incentive travel, meeting planning, and sales incentive programs. 

Role Description

The Sourcing & Planning Manager is responsible for reviewing discovery requirements for events & incentive trips, researching destination & venue options, sending eRFPs to hotels, reviewing responses, creating Excel budgets, making recommendations, negotiating hotel contracts, and developing proposals for meetings, events, and incentive travel programs.   

Main Responsibilities

• Review sales discovery documents, asking for any additional details needed to prepare a destination scan, full proposal, budget, or site visit 
• Consider client/program objectives, program history, attendee demographics, budget parameters, and insights on competitors when formulating recommendations 
• Coordinate ideation sessions to brainstorm suitable destinations
• Recommend event and program design ideas to add creativity, increase promotion, enhance participant experience, and maximize the likelihood of winning the business
• Send eRFPs to destinations, hotels, resorts, cruise lines, venues, and DMCs 
• Manage Cvent Sourcing Tool 
• Review hotel availability and rates, including confirmation that meeting space offered matches client event requirements  
• Negotiate with selected suppliers for the best possible pricing and concessions to meet savings and spend expectation  
• Prepare meeting & incentive travel budgets
• Prepare incentive travel and meeting proposals to ensure sales/client expectations are met 
• Legal review of hotel contracts, ensuring client’s room block and meeting space requirements are met, as well as adding Brightspot’s preferred contract clauses 
• Prepare legal contracts with clients to document event inclusions and terms, and ensure all relevant documents are consistent
• Track the status of ongoing client proposals, ensuring option/hold dates are met and communicated
• Keep Sales executives informed of timeline, status, and updates 
• Participate in internal handoff meetings, passing on critical information to ensure a smooth transition from sales to ops, so no detail is missed 
• Attend supplier office visits 
• Maintain awareness of emerging industry trends 

Reports To

• Sr. Director of Sourcing & Planning

Minimum Qualifications

• Four-year degree in Business, Marketing, or related field 
• 4-7 years of relevant experience in meeting planning, hotel contracting, and negotiations 
• Strong knowledge of hotel brands and destinations 
• Professional expertise within Microsoft Office Suite 
  Strong work ethic and demonstrated ability in managing multiple/competing priorities 
• Strong organization and multi-tasking skills
• Excellent written and verbal communication skills
• Ability to work independently and as a member of a team 

Bring to the Table

• Customer service and problem-solving skills
• Strong work ethic and demonstrated ability in managing multiple/competing priorities 
• Energy, enthusiasm, and positivity 
• Accountability
• Attention to detail
• Negotiating skills 
• Personal passion for travel
• Cvent experience is a plus
• CMP certification is a plus 

Benefits

• Full-Time Position
• Competitive salary
• Benefits package (medical, dental, paid vacation, 401k)
• Smart casual environment
• 3/2 hybrid schedule (T/W/Th in office in Irving; M/F work from home)