Conference Planner

37558242
Title: Event Planner II
Location: 6011 Connection Drive, Irving, TX 75039
Pay Rate: 25-30/HR on W2
Must have: event planning, food & beverage coordination, conference execution, and budget management

• Seeking a mid-level candidate with basic accounting experience and the ability to manage strict deadlines and close schedules.
• This person will be supporting event planning, food & beverage coordination, conference execution, and budget management
• Must be a strong collaborator and team player who can work effectively with cross-functional stakeholders.
• Expected to become independent within the first 30 days, quickly learning internal systems, tools, and processes.
• Hybrid, full-time role with potential travel within the U.S. and occasionally to international locations
• Two interview rounds; flexibility for overtime and occasional weekend work is required based on event schedules.

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The Senior Conference Planner is responsible for the logistics, planning, and execution of Gartner C-Level Communities programs, including Executive Summits and Inner Circle dinners. This role partners with community leaders, sponsors, venues, and internal stakeholders to create exceptional experiences for C-level executives while managing budgets, vendors, event technology, and onsite operations

Essential Function:

• Lead planning and delivery of assigned Executive Summits and Inner Circle dinners with oversight of the program logistics and registration
• Communication and collaboration across event teams to ensure seamless delivery of world-class events
• Plan the onsite attendee journey; this includes the event branding and signage. Plan and manage all on site conference signage and branding
• 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. accurate and timely event budget forecasts, alert management about risks and deviations to plan and post event reconciliation
• Serve as onsite lead for assigned events and manage issue resolution in real time.

• Travel 4-5 times through December, planning up to 4 programs

Skill:

• 4-6 years of event experience
• Proficiency in the MS Office suite including Word, Excel, and PowerPoint
• Ability to learn at a rapid pace, connecting the dots between internal systems and program deliverables
• Experience planning executive-level events, client events, or leadership meetings.
• Knowledge of hotel, travel and meeting planning business is required, particularly in terms of normal service expectations.
• Expert understanding of event logistics and technical production
• Strong venue, and supplier management experience.
• Demonstrated budget management and forecasting experience.
• Proven ability to manage multiple concurrent events in a fast-paced environment
• Excellent project management and organizational skills.
• Strong customer service mindset and executive presence.
• Proven success working in a collaborative environment
• Maintain composure in a fast-paced environment

Bachelor’s degree with focus on events and/or marketing preferred, but not required

At AA2IT, we deliver solutions that align with your business goals, built on innovation, backed by a team of experts, and guided by measurable outcomes.