Conference Planner, Exhibit Operations

Gartner; Egham; On-site; GBP 28,000 - 42,000; Full time

Job summary

Gartner is seeking a Conferences Planner responsible for exhibit operations, service delivery and sponsorship fulfillment across its destination conferences. You will lead the development, management and execution of exhibitor elements, including floor plans, budgets and onsite delivery with agencies, vendors and staff.

You will analyze data, maintain an exhibitor portal and build strong relationships with partners while traveling domestically or globally as required to ensure a consistently

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 with senior professionals and cross-functionally.
• Creative, innovative and strategic thinker with a strong attention to detail.
• Strong financial management skills.
• Willingness to travel domestically or globally.

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 to ensure successful conference execution; build and maintain good relationships by establishing trust and strong partnerships.

Skills

Event management

Budget management

Staff planning

Vendor management

Client servicing

Communication skills

Education

Bachelor’s degree

Tools

Project management software

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.

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 organizational skillsDemonstrated 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

Equal Opportunity

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. You may request reasonable accommodations by calling Human Resources at [phone] or by sending an email to [e-mail].