Conference Planner

Title - Conference Planner
Location - Irving, TX (hybrid remote included travel 1-2 times a month in the US and Canada)
Duration - 12 months
Pay Rate - $30/hr
Job Summary -
As a Conference Planner, you will work to deliver and execute on assigned in person and virtual programs by planning and managing all details related to the production details including but not limited to venue selection, event budget, virtual platform management, travel, room setup, signage and branding, staging, audio visual, and catering. As a member of the Logistics Team, you will have a focus on team collaboration to create exceptional customer experiences for every attendee, sponsor and associate attending our events
Responsibilities -

• Support venue sourcing responsibilities including research, capacity planning, and contracting.
• Plan and manage operations and logistics for all assigned programs
• Liaise with internal key conference partners and team members to ensure successful conference execution
• Communication and collaboration across event teams to ensure seamless delivery of first-class events
• Contribute ideas for event innovations to enhance Evanta Summits and ensuring alignment with the company objectives and vision
• Plan the attendee journey onsite, which will include the event branding and signage. Plan and manage all on site conference signage and branding
• Coordinate travel, secure team accommodations, and ground transportation for on-site
• Coordinate communications as the primary point of contact for the on-site team to all suppliers including the hotel / venue.
• Coordinate with our AV partner to ensure our requirements are communicated properly, floorplans are created, AV sets are designed in line with branding guidelines.
• Manage invoices, purchase orders, and facilitate payment of event related bills
• Financial management: incl. preparation, negotiations, accurate and timely event budget forecasts, alert management about risks and deviations to plan and post event reconciliation
• Demonstrate understanding of virtual platforms and carry out the delivery of virtual events as Tech Lead
• Frequent review and management of team process docs and internal communication tools such as Run of Show guides and Tech Lead process documents.
• Travel 10-15 times per year, potentially internationally (approx. once per month)

Qualifications -

• Minimum 3+ years professional work experience.
• Results-oriented drive and a solid work ethic. Solid computer and analytical skills: proficiency Microsoft Office Suite (particularly Outlook, Word and Excel) and virtual event delivery platforms (Webex and Zoom) preferred Outstanding written and verbal communications skills Superior poise and judgment (demonstrated “grace under pressure”) with both internal and external constituencies.
• Ability to work well in ambiguous situations with little information or direction across multiple regions.
• Comfort working with and ability to upward manage senior executives.
• Innovative approach to process and workflow.
• Excellent time management and prioritization skills.
• Exceptional attention to detail. Proactive problem-solving skills.
• Strong record of achievement in current position. Interest and experience in virtual event planning.
• Strong service ethic.
• Preferred Bachelor’s degree from accredited university, but not required.
• Knowledge of hotel, travel and meeting planning business is required, particularly in terms of normal service expectations
• Understanding of event logistics and technical production
• Ideally, someone with varied event experience as the role will involve every element of event planning
• All candidates MUST have reliable transportation as Travel is a requirement of the role, must be able to reach their local airport as well as the Gartner Facility.
• This role requires air-travel - the chosen candidate will travel about 1-2 times per month, requiring 3-6 days per trip.
• Travel will be International, specifically Canada - All candidates must have a valid Passport.

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