Senior Planner, Conference Logistics

Role Purpose:

To support the Logistics team in the delivery of Gartner’s must-attend global conference portfolio, in-person programs. Responsible for supporting the development, management and execution of various conference elements relating to logistics and production.

Primary Responsibilities:

• Supporting the flawless delivery of Conferences while working as part of the global event operations team.

• Plan, organize, and execute event logistics with guidance from Conference Manager from initial stages of development, through on-site and conference wrap-up.

• Support Conference Manager with venue management including but not limited to rooms, meeting facilities, F&B and housing.

• Communication and collaboration across Conference Production cross-functional teams to ensure seamless delivery of first-class events and experiences, and awareness of event strategies.

• Manage the shipment of all freight to onsite conferences.

• Book and arrange for the temporary staff to support the event and manage them onsite.

• Supporting the Conference Manager on conference budgets with direct responsibility for some line items and helping produce accurate monthly forecasts and manage expenses effectively.

• Leadership and execution of VIP member experiences, business unit and segmented program deliverables within a Destination Conference.

• Overall responsibility for event budgets for Client Experience activities. This includes preparation, negotiations, accurate monthly forecasts. Alert management for risks and recommendations for corrective action.

• Actively participate in the process of reviewing, enhancing and executing event features and programs, analyzing attendee feedback to ensure we are delivering exceptional, relevant event experiences.

• Follow standard operating procedures in line with the global standards.

• Be a key member of the global event operations team – build effective relationships with peers in all regions, take and share best practices to continuously raise the level of our events across the world.

• Willingness to travel approximately 20% to attend Gartner Conferences.

Requirements:

• Bachelor’s Degree required

• 3+ Years of Event Management experience preferred

• Proven event operational skills including production schedules, budget management and event staffing.

• Proven experience in managing agency and vendor partners.

• Project management and/or end-to-end event management and delivery to senior level clients.

• Strong interpersonal and relationship building skills especially with senior level professionals, cross-functionally and with agency partners

• Creative, innovative and strategic thinker with a strong attention to detail

• Strong financial management skills

• Motivated team player with desire to learn and grow

• Excellent written/oral communication and presentations skills

• Demonstrated ability to adapt, implement and manage change and strive for continuous improvement

• Ability to thrive in high pressure situations

• Client focused - superior customer service and relationship skills

• High sense of urgency and prioritization, and ability to multitask across global teams

• Strong executive presence and confident decision maker

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Who are we? 

At Gartner, Inc. (NYSE:IT), we guide the leaders who shape the world.

Our mission relies on expert analysis and bold ideas to deliver actionable, objective insight, helping enterprise leaders and their teams succeed with their mission-critical priorities.

Since our founding in 1979, we’ve grown to more than 20,000 associates globally who support ~15,000 client enterprises in ~90 countries and territories. We do important, interesting and substantive work that matters. That’s why we hire associates with the intellectual curiosity, energy and drive to want to make a difference. The bar is unapologetically high. So is the impact you can have here.

What makes Gartner a great place to work? 

Our sustained success creates limitless opportunities for you to grow professionally and flourish personally. We have a vast, virtually untapped market potential ahead of us, providing you with an exciting trajectory long into the future. How far you go is driven by your passion and performance.

We hire remarkable people who collaborate and win as a team. Together, our singular, unifying goal is to deliver results for our clients.

Our teams are inclusive and composed of individuals from different geographies, cult