Event Planner

Position Overview

The Event Planner is responsible for planning, coordinating, and executing corporate events that support the goals and objectives of the organization. This role manages all phases of event planning, from initial concept development through post-event evaluation, ensuring successful execution and a high-quality attendee experience.

The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple projects simultaneously in a fast-paced, high-visibility environment.

Key Responsibilities

Event Planning & Execution

• Plan and execute a variety of corporate events, including:
  • Marketing conferences
  • Sales conferences
  • Trade shows
  • Customer events
  • Executive meetings
• Manage all phases of event project management from concept through completion.
• Ensure successful execution of events through post-event evaluations and continuous improvement initiatives.
• Provide on-site event leadership and support during events.

Logistics & Vendor Management

• Coordinate event logistics, including:
  • Registration management
  • Attendee tracking
  • Presentation support
  • Event materials coordination
  • Travel arrangements
  • Ground transportation
• Procure and manage vendor services.
• Coordinate facility requirements, exhibit setup, equipment needs, and catering services.
• Work closely with hotels, venues, travel agencies, and transportation providers.
• Manage all event-related contracts and service agreements.

Budget & Reporting

• Develop, manage, and track event budgets.
• Monitor project expenses and ensure adherence to budget guidelines.
• Prepare and provide periodic progress reports for each event.
• Conduct post-event evaluations and reporting to identify opportunities for improvement.

Stakeholder Management

• Provide clear, concise, and professional updates to executive leadership, including CEO-level stakeholders.
• Collaborate with internal teams and external partners to ensure successful event outcomes.
• Exercise discretion and independent judgment while managing event priorities and business needs.

Required Qualifications

Education

• Bachelor's Degree in Marketing, Hospitality Management, Communications, Event Management, or a related field; or equivalent combination of education and experience.

Experience

• Minimum of 2 years of experience in event planning, event management, conference management, or a related role.
• Experience managing all phases of corporate event project management.
• Experience leading on-site event staff and vendor teams.
• Experience working with travel agencies and ground transportation service providers.
• Experience managing event budgets and financial tracking.

Required Skills

• Exceptional organizational and project management skills.
• Strong attention to detail with excellent follow-up and follow-through.
• Ability to manage multiple projects simultaneously and adapt to changing priorities.
• Excellent verbal and written communication skills.
• Ability to work independently and exercise sound judgment.
• Strong stakeholder management skills, including interaction with executive leadership.
• Ability to thrive in a high-pressure, fast-paced, high-visibility event environment.

Technical Skills

• Proficiency with:
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Office Suite
• Experience with Swoogo preferred.
• Strong knowledge of event registration and attendee management platforms.

Preferred Qualifications

• Experience with hotel operations and event venue management.
• Fluency in BEO (Banquet Event Order) processes, including:
  • Reading BEOs
  • Editing BEOs
  • Managing BEO execution
• Experience supporting large-scale corporate conferences, trade shows, and executive events.

Travel Requirements

• Must be available and willing to travel as needed.
• Ability to provide on-site event support for conferences, customer events, and trade shows.

Success Factors

The successful candidate will:

• Deliver flawless event execution.
• Effectively manage vendors, venues, and stakeholders.
• Maintain exceptional attention to detail.
• Communicate confidently with senior leadership.
• Thrive in a fast-paced environment while managing multiple priorities.
• Drive continuous improvement through post-event analysis and feedback.