Conference Planner, Logistics

Gartner, Inc.; Old Woking; On-site; GBP 30,000 - 45,000; Full time

Job summary

A global events management company is seeking an experienced individual to support the delivery of conferences. The ideal candidate will manage event logistics, collaborate across teams, and handle budget responsibilities. Candidates should have at least 2-3 years of event experience and possess strong project management and communication skills. This role requires a proactive team player with an eye for detail and the ability to thrive in high-pressure situations.

Qualifications

• 2-3 years of event experience preferred.
• Proven experience in managing agency and vendor partners.
• Strong interpersonal and relationship building skills.

Responsibilities

• Support delivery of conferences while managing logistics.
• Collaborate with event production teams for seamless execution.
• Manage event budgets and participate in evaluations for improvement.

Skills

Event operational skills

Project management

Interpersonal skills

Financial management

Written communication

Education

Bachelor's Degree

Job description

Responsibilities

• 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.
• Willingness to travel approximately 15% to attend Gartner Conferences, both domestic and regional.

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Qualifications

• 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