Senior Conference Planner

As a Senior Conference Planner, you will work to flawlessly deliver and execute on assigned Executive Summit events throughout Europe, by planning and managing all details related to the production details including but not limited to venue selection, event budget, hotel reservations, team travel, room setup, signage and branding, staging, audio visual, and catering. You will also have very similar responsibilities relating to our Inner Circle Dinners throughout Europe. As a member of the Evanta Event Production Team, you will have a focus on team collaboration to create exceptional customer experiences for every attendee, sponsor and associate attending our events.
Essential Functions/Major Responsibilities:
Manage venue sourcing responsibilities including research, capacity planning, and contracting.
Work with the wider team to plan the event calendar, ensuring we do not clash with any competitor events, public holidays etc.
Work with manager on cost negotiations, proposals, contracting and terms and conditions for suppliers
Assist manager with planning and delivery of on-site program
Plan and manage operations and logistics for all assigned Executive summits and Inner Circle events
Communication and collaboration across event teams to ensure seamless delivery of first class events
Contribute ideas for event innovations to enhance Evanta events 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 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
Secondary Responsibilities:
Assist with the production of Evanta company events
Support on special projects that have an operational element, that will benefit the wider team here in EMEA
Manage equipment inventory, storage and shipment of materials to and from conferences, Gartner is committed to being an Equal Opportunity Employer and offers opportunities to all job seekers, including job seekers with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company's career webpage as a result of your disability. You may request reasonable accommodations by calling Human Resources at +1 (203) 964-0096 or by sending an email to .
Job Requisition ID:95833
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Attention to detail
Proficiency in the MS Office suite including Word, Excel, and Power Point
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 costumer 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. With the aim of delivery Inner Circle Dinners within 3 months, and Executive Summits within 6-9 months.
Travel 5-9 times per year throughout Europe, sometimes internationally (approx. 8 weeks total)
Education:
Bachelor's degree with focus on events and/or marketing preferred, but not required
Experience:
3-5 years of 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
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