Events Planner (Conference)

Gartner; North Sydney; On-site; AUD 80,000 - 110,000; Full time

Job summary

Gartner seeks a Conferences Planner to lead exhibition operations, service delivery, and sponsorship fulfillment for destination conferences. You will manage exhibitor elements, floor plans, budgets, and staffing to ensure top-tier experiences for clients.

The role involves onsite leadership, coordination with agency partners and vendors, inventory management, and data-driven decision making to optimize engagement and revenue across multiple B2B events.

Qualifications

• 1-3 Years Event Management, Experiential Marketing, Event Marketing and/or Tradeshow Management
• Proven event operational skills including production schedules, budget management and event staffing
• Project management experience on detailed programs with multiple variables and dependencies
• Proven experience in managing agency and vendor partners
• 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
• Strong oral and written communication skills, including excellent presentation skills
• Effective problem solving, time management and organization skills
• Demonstrated ability to adapt, implement and manage change and strive for continuous improvement
• Passionate approach/methodology to deliver exceptional results
• Ability to thrive in high pressure situations

Responsibilities

• Lead operational delivery of all exhibitor elements across multiple B2B conferences including project management, floor plan management, financial management, staff planning and production scheduling.
• Develop, maintain and improve exhibit floor plans to maximize revenue opportunities and engagement.
• Manage conference budgets with direct responsibility for all costs associated with exhibitor fulfillment and delivery; produce accurate monthly forecasts and manage expenses effectively.
• Attend conferences as the onsite lead for exhibit delivery including managing the production schedule, agency partners, vendors and conference staff.
• Develop and maintain exhibit inventory as it relates to the show floor, speaking sessions and other marketing opportunities.
• Analyze data to determine best course of action on various conference elements.
• Manage and maintain an online portal that holds all logistical information and details for exhibitors.
• Anticipate and react to client requests with a service focus that delivers high value to drive exhibitor retention.
• Liaise with key conference partners and team members to ensure successful conference execution; establish trust and partnerships.

Skills

Event management

Experiential marketing

Tradeshow management

Budget management

Project management

Agency management

Vendor management

Interpersonal skills

Presentation skills

Attention to detail

Problem solving

Time management

Adaptability

High-pressure delivery

Job description

Conferences Planner with responsibility over exhibit operations, service delivery and sponsorship fulfillment for Gartner’s destination conferences. Responsible for the development, management and execution of various conference elements relating to exhibits and sponsorship.

Primary Responsibilities: Lead operational delivery of all exhibitor elements across multiple B2B conferences includingproject management, floor plan management, financial management (forecasting, budgeting and reconciliation), staff planning and production scheduling.

Develop, maintain and improveexhibit floor plansto maximize revenue opportunities and engagement.

Manageconference budgetswith direct responsibility for all costs associated with exhibitor fulfillment and delivery; produce accurate monthly forecasts and manage expenses effectively.

Attend conferences as theonsite leadfor exhibit delivery including managing the production schedule, agency partners, vendors and conference staff.

Develop and maintainexhibit inventoryas it relates to the show floor, speaking sessions and other marketing opportunities.

Analyze datato determine best course of action on various conference elements.

Manage andmaintain an online portalthat holds all logistical information and details for exhibitors ensuring best possible experience for clients.

Anticipate and react to client requests with aservice focusthat delivers exceedingly high value to drive exhibitor retention.

Liaise with key conference partners and team members (internal and external) to ensure successful conference execution; build andmaintain good relationshipsby establishing trust and strong partnerships.

Qualifications:

• 1-3 Years Event Management, Experiential Marketing, Event Marketing and/or Tradeshow Management
• Proven event operational skills including production schedules, budget management and event staffing
• Project management experience on detailed programs with multiple variables and dependencies
• Proven experience in managing agency and vendor partners
• 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
• Strong oral and written communication skills, including excellent presentation skills
• Effective problem solving, time management and organization skills
• Demonstrated ability to adapt, implement and manage change and strive for continuous improvement
• Passionate approach/methodology to deliver exceptional results
• Ability to thrive in high pressure situations