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Conference Coordinator

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Job Summary

As a Conference Planner at Gartner Careers, you will be responsible for delivering and executing assigned in-person and virtual programs. This includes planning and managing all details related to production, such as venue selection, event budget, virtual platform management, travel, room setup, signage and branding, staging, audio visual, and catering.

Key Responsibilities

  • 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.
  • Communicate and collaborate across event teams to ensure seamless delivery of first-class events.
  • Contribute ideas for event innovations to enhance Evanta Summits and ensure alignment with the company objectives and vision.
  • Plan the attendee journey onsite, including event branding and signage.
  • Plan and manage all onsite 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, and AV sets are designed in line with branding guidelines.
  • Manage invoices, purchase orders, and facilitate payment of event-related bills.
  • Financial management, including 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.

Requirements
  • 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.
  • 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.