Conference Planner, Exhibit Operations

Gartner, Inc.; Egham; On-site; GBP 40,000 - 60,000; Full time

Job summary

Gartner, Inc. seeks a Conferences Planner to lead exhibit operations, service delivery and sponsorship fulfillment for destination conferences. You will manage floor plans, budgeting and staffing, coordinating with agencies, vendors and conference staff to ensure top-notch exhibitor experiences.

You will develop inventory for shows, analyze data to guide actions, and maintain a buyer-focused portal for exhibitors. This role requires travel and strong communication across teams.

Qualifications

• Bachelor’s degree preferred; 1–3 years in event management, experiential marketing or tradeshow management.
• Proven event operations 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 with senior-level professionals and cross-functional teams.
• Creative, innovative and strategic thinker with strong attention to detail.
• Strong financial management skills.
• Motivated team player with desire to learn and grow.
• Excellent oral and written communication and presentation skills.
• Capable of solving problems, managing time and organizing effectively.
• Adaptable, change-driven with focus on continuous improvement.
• Willingness to travel domestically or internationally.

Responsibilities

• Lead operational delivery of all exhibitor elements across multiple B2B conferences including project management and floor plan management.
• Develop, maintain and improve exhibit floor plans to maximise revenue opportunities and engagement.
• Manage conference budgets with forecasting, budgeting and reconciliation responsibilities.
• Attend conferences as onsite lead for exhibit delivery, coordinating production schedules, agencies, vendors and staff.
• Develop and maintain exhibit inventory related to show floor, speaking sessions and other marketing opportunities.
• Analyze data to determine best actions for conference elements.
• Manage online portal with logistical information for exhibitors to ensure best client experience.
• Anticipate client needs with a service-focused approach to drive exhibitor retention.
• Liaise with conference partners and teams to ensure successful execution and build strong partnerships.

Skills

Project management

Budget management

Vendor management

Communication

Presentation skills

Time management

Organization

Education

Bachelor’s degree

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 including project management, floor plan management, financial management (forecasting, budgeting and reconciliation), 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 ensuring best possible experience for clients.
• Anticipate and react to client requests with a service focus that 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 and maintain good relationships by establishing trust and strong partnerships.

Qualifications

Bachelor’s degree, preferred 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 Willingness to travel XX% domestically, potentially globally #LI-NO1

Who are we?

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.

The policy of Gartner is to provide equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, ancestry, disability, veteran status, or any other legally protected status and to seek to advance the principles of equal employment opportunity. 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.

Ready to grow your career with Gartner? Join us.

At Gartner, we guide the leaders who shape the world. Over 13,000 client enterprises worldwide rely on Gartner for actionable, objective business and technology insights. Our teams of thinkers and doers know that staying curious is the best way to shape the future, for ourselves and our clients. Our sustained success creates limitless opportunities for you to grow professionally and flourish personally. We have a vast, virtually untapped market potential ahead of us, providing you with an exciting trajectory long into the future. How far you go is driven by your passion and performance. 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.