Conference Planner, Evanta Logistics

Conference Planner, Evanta Logistics

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 Evanta Logistics Team, you will have a focus on team collaboration to create exceptional customer experiences for every attendee, sponsor and associate attending our events.

What you will do:

• 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

• Assist with the production of Evanta company events

• Support Gartner Destinations Conferences as needed

• Support on special projects as needed

What you will need:

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

• 1-2+ years of full cycle event experience

• Proven budget experience

• Strategic and creative thinker with the ability to develop and deliver clear and concise briefs

• 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

• Proficiency in the MS Office suite including Word, Excel, and PowerPoint

• Proficiency in MS Outlook

• Attention to detail

• Highly organized

• Strong written and verbal communication skills

• Proven financial management abilities

• Project management experience

• Multi-tasking and the ability to manage multiple deadlines in a fast-paced environment

• Strategic and client focused with great customer service skills

• Proven success working in a collaborative environment

• Solution oriented with a high sense of urgency

• Ability to build and maintain relationships with a high degree of professionalism

• Maintain composure in a fast-paced environment

• Ability to innovate and come up with new ideas, that will help us to continually improve our events

• Someone who can run with a brief and bring ideas back to the table

• Ability to work as part of a team, but also work on events individually

• Travel 10-15 per year, potentially internationally (approximately once per month)

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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