Senior Conference Planner, Logistics

Gartner; Egham; Hybrid; GBP 50,000 - 70,000; Full time

Benefits offered by this job

Hybrid work environment

World-class benefits

Competitive compensation

Job summary

Gartner is seeking a Sr. Conference Planner to support the delivery of its global conference portfolio, focusing on in-person programs and logistics management. You will assist with venue management, staff coordination, and cross-functional collaboration to ensure premium event experiences.

Responsibilities include budgets, forecasting, VIP experiences, and post-event analysis. Travel of roughly 20% is expected as part of global conference participation.

Qualifications

• Bachelor’s degree preferred.
• 3+ years of event management experience.
• Operational skills including production schedules, budget management and staffing.
• Experience managing agency and vendor partners.
• End-to-end event management delivery to senior level clients.
• Strong interpersonal and relationship-building skills with senior professionals and agency partners.
• Creative, innovative and detail-oriented with strong financial management.
• Willingness to travel approx. 20% to Gartner Conferences (domestically & internationally).

Responsibilities

• Support flawless delivery of Gartner conferences as part of the global event operations team.
• Plan, organize and execute event logistics from development through on-site and wrap-up.
• Support venue management including rooms, F&B and housing.
• Coordinate cross-functional teams to ensure seamless delivery of premium events and experiences.
• Manage shipment of all freight to on-site conferences.
• Book and arrange temporary staff to support the event and manage them onsite.
• Assist Conference Manager with conference budgets and monthly forecasts.
• Lead VIP member experiences and program deliverables within a Destination Conference.
• Oversee budgets for Member Experience & Business Unit activities, including monthly forecasts.
• Analyze attendee feedback to continuously improve event features and experiences.
• Collaborate with global peers to share best practices and raise event standards worldwide.

Skills

Budget management

Vendor management

Project management

Event operations

Stakeholder communication

VIP experience planning

Cross-functional collaboration

Negotiation

Planning

Education

Bachelor's Degree

Job description

The Sr. Conference Planner will support the delivery of Gartner’s must-attend global conference portfolio, in‑person programs. This role is responsible for supporting the development, management and execution of various conference elements relating to logistics and production.

Primary 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 Member Experience & Business Unit 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, analysing 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.

Qualifications

• Bachelor’s Degree, preferred
• 3+ Years Event Management experience
• 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.
• Willingness to travel approximately 20% to attend Gartner Conferences (domestically & internationally).

Benefits

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