Conference and Events Specialist

Location

Full job description

• Plan and manage all aspects of internal events, such as sales kickoffs, and external conferences (15+ annually).
• Develop event concepts and themes aligned with company goals and brand image.
• Coordinate logistics including venue selection, catering, transportation, and accommodation.
• Collaborate with marketing to ensure consistent messaging and promotion.
• Manage event budgets, ensuring cost-effective solutions and financial oversight.
• Negotiate contracts with vendors, suppliers, and sponsors.
• Supervise event setup, execution, and teardown.
• Evaluate event success through feedback and post-event analysis.

• Conduct research to identify new event opportunities and venues.
• Develop detailed timelines and budget tracking for internal events.
• Coordinate with internal teams to gather event requirements and specifications.
• Schedule and conduct regular planning meetings with stakeholders.

• Handle all logistical aspects of events, including travel arrangements, accommodations, and on-site support.
• Manage event registration and attendee tracking systems.
• Ensure all necessary equipment and materials are available and set up properly.

• Source and liaise with external vendors for catering, audio-visual equipment, decorations, and other services.
• Negotiate contracts and agreements with vendors to secure favorable terms.
• Monitor vendor performance and ensure compliance with agreements.

• Work closely with the marketing team to develop promotional materials and campaigns for events.
• Ensure consistent branding and messaging across all event-related communications.
• Assist in distributing event invitations and promotional content.

• Oversee the setup, execution, and teardown of events.
• Ensure all events run smoothly and address any issues that arise promptly.
• Coordinate with staff and volunteers to ensure roles and responsibilities are clearly defined.

• Collect and analyze feedback from attendees, vendors, and internal stakeholders.
• Prepare detailed post-event reports, including financial summaries and lessons learned.
• Implement improvements for future events based on feedback and analysis.

• Bachelor’s degree in Event Management, Hospitality, Marketing, or related field.
• 3+ years of experience in event planning and management.
• Excellent project management and organizational skills.
• Strong communication and negotiation abilities.
• Ability to meet tight deadlines.
• Flexibility to travel up to 25% of the time.