Travel Planner Specialist

Job Title: Travel Planner Specialist

Location: London and Midlands – Hybrid (plus travel as required)

Job Overview

The Travel Planner Specialist designs and coordinates tailored travel and event arrangements, managing logistics, suppliers, budgets, and client communication to deliver seamless, high-quality travel experiences from planning through execution.

Responsibilities

• Liaising with travel suppliers and key client contacts
• Managing delegates, including post-event reporting
• Managing event registrations
• Preparing event reports for clients and the production team
• Creating joining instructions (distributed via the registration system)
• Creating and testing email communications, joining instructions, invitations, etc. and monitoring event registration inboxes and actioning responses
• Responding to ad hoc client press requests/enquiries, manning event hotlines, and answering queries
• Collating and updating detailed registration reports for clients
• Preparing all on-site event reports
• Creating rooming lists, flight manifests, transfer manifests, etc.

Data Management and Reporting

• Managing and maintaining event registration websites
• Producing and distributing communications such as invitations, joining instructions, and personalised itineraries
• Preparing welcome pack materials
• Managing ground transport, including airport and VIP transfers
• Managing accommodation
• UK-based venue sourcing, negotiation, and contracts

Budget Management, Payments, POs and Invoicing

• Creating budgets and handling invoicing

Qualifications

• Previous experience in a similar travel planning role within the events industry.
• Experience with disclosed agent practices / Tour Operators’ Margin Scheme (TOMS)
• Ability to be reactive and multitask, handling multiple requirements and stakeholders
• Excellent reporting and record-keeping skills
• Strong commercial acumen, budget management capabilities, and accurate financial reporting
• Excellent IT skills, including intermediate-level Microsoft Office proficiency; advanced Excel is preferable
• A confident and persuasive communicator, able to work productively with team members and peers
• Positive, highly organised, and naturally detail-oriented
• A strong overarching client-service ethic

Employee Benefits

• 25 days annual leave, plus usual Bank Holidays
• Birthday day off
• Private Health Insurance*
• Workplace pension scheme
• Death in service scheme
• Cycle to work scheme
• Hybrid working arrangement
• Regular social events

*Upon successful completion of a 6-month probation period

We welcome applications from all suitably qualified individuals, regardless of age, disability, gender reassignment, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Recruitment decisions are based solely on merit, qualifications and business needs.

We are proud to be a Disability Confident employer, committed to creating an inclusive and accessible workplace where everyone can thrive. We actively promote equal opportunities and support individuals with disabilities throughout their careers. As part of our recruitment process, we encourage candidates to let us know if they require any reasonable adjustments - our team is committed to ensuring a fair, supportive, and inclusive experience from application through to employment.

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