Corporate Event Planner

Tyler Technologies   •  

Yarmouth, ME

Industry: Technology

  •  

8 - 10 years

Posted 22 days ago

Responsibilities

  • Manage all aspects of user conferences and executive forums, secondary events, special seminars and internal meetings. Tasks may include but are not limited to the following:
  • Perform site visits and evaluate potential venues to determine viability of properties and location for specific events
  • Negotiate meeting space, room rates, commission, food & beverage and concessions with properties
  • Research and contract entertainment options
  • Establish projected attendance, expenses and revenues, and submit a working budget
  • Develop strong relationships with industry resources
  • Define and coordinate detailed project plans for program content, documentation, themes, promotional collateral, templates, naming conventions, web sites, social media, 3rd party participation, registration process, communication process, meeting room logistics, general and opening sessions, décor, reporting, staff and travel, directional signage and banners, shipping logistics, room block management, onsite management, post event surveys, and post event review
  • Create content for brochures and registration materials, including Web site
  • Manage and execute onsite functions: pre-conference planning visits, breakout logistics (room sets, room assignments, etc.), technical logistics (AV, internet, screens, phones, electrical, etc.), food & beverage functions (meals, breaks, private parties, receptions, etc.), security and lockdown, sponsorships and vendor logistics, transportation, onsite check-in, add-on meetings, arrival/departure logistics, etc.
  • Coordinate sponsorships and exhibitors
  • Select food and beverage
  • Assign employees and tasks
  • Procure nametags, gift bags etc…
  • Solicit feedback from clients
  • Research vendor/suppliers for new event ideas, products or services
  • Event Management Software Administration
  • Develop and maintain solid working knowledge of program
  • Define custom fields, contact types, registration paths, admission items, optional items
  • Manage content: graphics, documents, web links, surveys, badge templates, emails, payment structure
  • Reconfigure data for upload of classes and invitees
  • Create live reports and arrange paths for stakeholder access during events
  • Communicate all issues to supplier to get resolution
  • Analyze and create summary reports for executive overviews
  • Analyze and create summary reports on venues and meeting space for event selection
  • Analyze and report on-going variances to meeting budgets
  • Analyze and create summary report on budgetary items post event
  • Analyze historical conference data and make attendance projections based on same
  • Analyze projected attendance, costs and revenues
  • Analyze, establish schedules of event
  • Analyze and report on registration status and hotel pick-up for attendance trends/issues
  • Analyze and verify invoices for accuracy, seek resolutions as necessary

Qualifications

  • Bachelor’s degree in a related field or comparable work experience
  • Typically requires 7-9 years related work experience in a corporate, agency or hospitality industry environment
  • CMP (Certified Meeting Professional) designation a plus
  • Travel to events on-site as needed
  • Excellent planning, organizing and problem-solving skills a must
  • Keen attention to detail

Apply Online
Requisition Number: 10-18-123-1