About this role
Job Title: Travel Planner Specialist Location: London and Midlands – Hybrid (plus travel as required) We are Strata! Imagine being part of a fast and exciting brand experience agency whose clients include specialists in new technology, creators of some of the most stunning electric vehicles on the planet, financial institutions, and global leaders in pharmaceutical solutions. As an agency, we elevate these brands and make them heard through immersive and memorable virtual and face 2 face experiences. As a people-first business, we encourage ambition, support and reward. We’re always listening and open to your ideas, just as we do with our clients. Our name? It’s Strata, an agency on a mission to be the very best. This means we always want to hear from the very best creative and intelligent souls who genuinely believe that every moment matters. Job Overview The Travel Planner Specialist is responsible for the end-to-end planning, coordination, and delivery of travel and delegate logistics across a diverse portfolio of events. This role combines travel management, delegate engagement, registration operations, supplier coordination, financial administration, and onsite event delivery to create seamless and exceptional attendee experiences. Working closely with clients, delegates, suppliers, venues, and internal teams, the successful candidate will manage every stage of the delegate journey, from registration and travel planning through to onsite support, post-event reporting, and reconciliation. Key Responsibilities Delegate Management & Registration Manage attendee registration, travel, accommodation, transfers, and visa support across multiple events. Build, maintain, and manage event registration websites, apps, and delegate management platforms. Create, test, and distribute event communications, including invitations, registration emails, joining instructions, personalised itineraries, and event updates. Monitor registration inboxes and respond promptly to delegate and client enquiries. Maintain accurate delegate records and ensure data integrity throughout the event lifecycle. Produce detailed registration reports and attendance analysis for clients and internal stakeholders. Manage event hotlines and provide high-quality customer support before, during, and after events. Travel Planning & Logistics Coordinate all delegate travel arrangements, including flights, accommodation, airport transfers, ground transportation, and VIP travel requirements. Create and maintain rooming lists, flight manifests, transfer manifests, and travel documentation. Source, negotiate, and contract UK and international venues and accommodation suppliers. Liaise directly with travel suppliers, destination management companies (DMCs), venues, and transportation providers. Prepare welcome packs, travel documentation, and delegate materials. Ensure smooth execution of all travel logistics and delegate movements. Event Delivery & Onsite Management Support and manage onsite event delivery, including attendee registration, check-in, hospitality desks, troubleshooting, and delegate engagement. Act as a key point of contact for clients, delegates, suppliers, and operational teams during live events. Coordinate with production, digital operations, venue teams, and external suppliers to ensure successful event delivery. Conduct site visits, venue inspections, menu tastings, and other client-facing event planning activities. Undertake domestic and international travel as required. Represent the agency professionally onsite and maintain the highest levels of client service. Reporting, Data Management & Reconciliation Maintain accurate event, travel, and delegate data throughout project delivery. Produce client-facing reports, attendance reports, reconciliation documents, and post-event analysis. Prepare all onsite and post-event operational reports. Participate in event debriefs, identifying successes, challenges, and opportunities for continuous improvement. Ensure compliance with internal processes, data protection requirements, and client expectations. Escalate issues and risks appropriately to managers and project teams. Financial Management Create and manage event travel budgets. Process purchase orders, supplier payments, and invoicing activities. Monitor project expenditure and ensure financial accuracy throughout event delivery. Support reconciliation processes and final event accounting. Apply knowledge of disclosed agent practices and Tour Operators' Margin Scheme (TOMS) requirements where applicable. Team Collaboration & Continuous Improvement Work collaboratively with project teams, producers, coordinators, digital operations, and senior stakeholders to deliver successful events. Share best practice, knowledge, and lessons learned across the team. Stay informed of industry developments, emerging technologies, and delegate engagement trends. Contribute ideas that improve operational efficiency and enhance the delegate experience.