Conference Planner - Logistics

Everi Pty; Sydney; Hybrid; AUD 90,000 - 120,000; Full time

Job summary

Gartner, Inc. is seeking an events professional to support the flawless delivery of conferences as part of the global event operations team. You will plan, organize, and execute logistics from development to on-site wrap-up, collaborating with Conference Manager on venue, housing, and F&B.

Travel up to 15% for Gartner conferences; you will help manage budgets, staff, and VIP experiences, while building strong relationships across regions to raise the level of our events worldwide.

Qualifications

• Bachelor's degree preferred.
• 2–3 years of event experience preferred.
• Proven event operations skills including production schedules, budget management and staffing.
• Experience managing agency and vendor partners.
• Project management and/or end-to-end event management delivery to senior-level clients.
• Strong interpersonal and relationship-building skills, especially with senior professionals and agencies.
• Creative, innovative and strategic thinker with strong attention to detail.
• Strong financial management skills.
• Motivated team player eager to learn and grow.
• Excellent written and verbal communication and presentations.

Responsibilities

• Support flawless conference delivery as part of the global events team.
• Plan, organize and execute event logistics from concept to on-site wrap-up.
• Assist with venue management including rooms, facilities, F&B and housing.
• Coordinate cross-functional teams to ensure seamless event experiences.
• Manage shipment of freight to on-site conferences.
• Arrange temporary staff and supervise them on-site.
• Contribute to conference budgets and monthly forecasts, track expenses.
• Lead VIP member experiences and exclusive program deliverables.
• Oversee event budgets, prepare forecasts, and flag risks with action plans.
• Review and improve event features based on attendee feedback.

Skills

Project management

Budget management

Vendor management

Stakeholder management

Communication

Attention to detail

Financial management

Team collaboration

Education

Bachelor's degree preferred

Tools

Event management software

Job description

Job Description

• 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 Exclusive Member Experiences 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.
• Ability to travel approximately 15% to attend Gartner Conferences, both domestic and regional

About the Employer

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 business and technology insights, helping enterprise leaders and their teams succeed with their mission-critical priorities.

Since our founding in 1979, we've grown to 20,000 associates globally who support over 13,000 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 vast, virtually untapped market potential offers limitless opportunities - opportunities that may not even exist right now - for you to grow professionally and flourish personally. 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, cultures, religions, ethnicities, races, genders, sexual orientations, abilities and generations.

We invest in great leaders who bring out the best in you and the company, enabling us to multiply our impact and results. This is why, year after year, we are recognized worldwide as a great place to work.

Gartner is the world authority on AI

At Gartner, you'll join a company at the very center of the AI revolution. Gartner has proactive, objective guidance throughout clients' AI journeys. We set the standard for how organizations leverage artificial intelligence to drive meaningful impact. You'll have access to unmatched resources, expertise, and technology, and play a key role in helping Gartner and our clients innovate and grow as we leverage AI to transform business and technology landscapes.

It's an exciting time to be at Gartner, with limitless opportunities to make a real impact, grow your skills, and build a lasting, meaningful career in a field that's reshaping the way we operate. If you're passionate about AI and want to be part of a team that's guiding the leaders who shape the world, Gartner is the place for you.

What do we offer?

Gartner offers world-class benefits, highly competitive compensation and disproportionate rewards for top performers.

In our hybrid work environment, we provide the flexibility and support for you to thrive - working virtually when it's productive to do so and getting together with colleagues in a vibrant community that is purposeful, engaging and inspiring.

Ready to grow your career with Gartner? Join us.

About the Candidate

• Bachelor's Degree preferred
• 2-3 Years of event 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