Contract Event Planner Jobs in Stuart, FL (NOW HIRING)

Events Manager

Palm Beach Gardens, FL  |  Full-Time, On-Site

Reports To: Director of Corporate Events

Salary: $65,000 - $85,000 per year

Position Overview

The Events Manager at Dedicated IT owns the strategy and execution of the company's external event presence. This role is responsible for managing Dedicated IT's trade show and conference program, consisting of approximately 40-50 events per year, from logistics and contracts through attendee coordination and post-event follow-through. The Events Manager works closely with the Marketing Manager to ensure event-driven campaigns are aligned and impactful, and partners with Sales and Leadership to maximize ROI at every event.

Key Responsibilities

External Events & Trade Show Logistics

• Manage end-to-end logistics for trade shows and conferences (40-50/year), including:
  • Booth reservations, floor space, and exhibitor communications
  • Hotel room blocks and attendee registrations
  • Electrical, internet, and A/V services
  • Booth materials, giveaways, and collateral coordination to/from venues
• Develop and maintain event timelines, checklists, and run-of-show documents for each event.
• Hold pre- and post-event meetings to ensure alignment across sales, marketing, and events teams.
• Lead event contract negotiation and signing per leadership direction.
• Maintain high visual standards for booth presentation, ensuring all branding, signage, displays, and marketing materials are accurately placed and event-ready.
• Track event budgets, vendor invoices, and post-event reporting.
• Keep project plans, calendars, task boards, and team communication channels up to date, ensuring a complete record of event planning and execution.
• Oversee inventory management for conference assets, ensuring materials are stocked, organized, and ready for each event.

Conference & Event Travel

• Coordinate all conference and event-related employee travel, including flights, hotel room blocks, ground transportation, and itineraries.
• Ensure travel itineraries are accurately outlined on the team calendar.
• Manage attendee registrations and ensure all traveling employees have complete travel details in advance.
• Assist with travel disruptions, last-minute changes, and on-site logistics during events.
• Track and reconcile event travel spend against budget; submit documentation to Accounts Payable.

Vendor & Sponsor Relations

• Build and maintain relationships with trade show organizers, exhibit vendors, and event service providers.
• Manage sponsorship logistics and partnership deliverables tied to events.
• Evaluate vendor performance post-event and make recommendations for future partnerships.

Cross-Functional Collaboration

• Partner with the Marketing Manager on pre- and post-event marketing campaigns, mailer timing, and event-based marketing deliverables.
• Collaborate with Sales to ensure event goals, messaging, and lead capture are aligned.
• Provide event recaps and performance reporting to leadership after each event.

Skills & Qualifications

• 3-5+ years of experience in event coordination or event management, with a focus on trade shows or conferences.
• Demonstrated ability to manage a high volume of concurrent events and vendor relationships.
• Strong organizational, communication, and project management skills.
• Experience with contract negotiation and budget management.
• Proficiency with Microsoft 365 (Outlook, Excel, Teams, SharePoint).
• Comfortable working cross-functionally with Sales, Marketing, and Leadership.
• Ability to lift up to 30 lbs.

What Success Looks Like

• Event budgets are tracked accurately and spend is reported clearly to leadership.
• Conferences and events are executed on time, within budget, and with minimal issues.
• Booths are consistently presented to company visual standards, creating a polished, professional, and engaging brand experience.
• Event logistics, travel, registrations, and vendor coordination are completed accurately and on schedule.
• Booth assets, marketing materials, promotional items, and event equipment are organized, inventoried, and event-ready.
• Event documentation, timelines, and communication are consistently maintained across project management and collaboration tools, providing clear visibility into each event's progress and history.
• Travel itineraries, event schedules, and key dates are accurately maintained in the shared calendar for team visibility and coordination.
• Cross-functional teams receive timely updates and have the information needed to execute their responsibilities effectively.
• Pre- and post-event meetings are consistently held, resulting in documented action items and continuous process improvements.
• Inventory levels are proactively monitored, ensuring materials are replenished and available before each event.
• Event feedback is captured, documented, and incorporated into future planning to improve execution and attendee experience.
• Multiple events are managed simultaneously while consistently meeting deadlines and maintaining a high level of quality and attention to detail.
• Internal stakeholders and event attendees experience organized, professional, and seamless event execution from planning through completion.

This position includes occasional physical activity related to office operations and event coordination, such as bending, reaching, kneeling, lifting, carrying, and moving office supplies, packages, or equipment weighing up to approximately 30 pounds. The role may also involve walking throughout the office, setting up meeting spaces, and running occasional local business errands.

Candidates should have reliable transportation to travel to nearby vendors, offices, or other local destinations as needed. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.