Conference Planner, Production Experience & Marquee Content

Gartner; Irving (TX); On-site; USD 50,000 - 74,000; Full time

Benefits offered by this job

PTO (Paid Time Off)

401k match

Stock purchase plan

Job summary

Gartner is seeking a Conference Planner, Production Experience & Marquee Content to support a global portfolio of conferences. You will manage pre‑production, on‑site execution, and logistics, partnering with internal stakeholders and external vendors to deliver high‑impact keynote sessions.

The role requires strong project and budget management, exceptional organizational skills, and the ability to travel domestically and internationally as needed.

Qualifications

• Bachelor’s degree or equivalent work experience.
• 1 year of experience in related field and industry.
• Project and budget management experience required.
• Beginning to end understanding of live conference production and creative content creation preferred.
• Ability to travel domestically & internationally.

Responsibilities

• Support the project management for the creation and delivery of Gartner’s highest level keynote sessions by partnering and collaborating with internal stakeholders.
• Leverage best practices to support live conference/event production planning processes.
• Schedule and participate in pre‑production and onsite global meetings, often as the representative from the Production Experience team.
• Support in managing the production timelines, key milestones, show flow documents and logistics.
• Prepare routine correspondence and forms, such as contact reports and briefing documents.
• Coordinate pre‑event and on‑site logistics including rehearsal scheduling and AV setups.
• Collaborate with internal/external partners on production of visual assets and assets delivery.
• Assist with budget reconciliation and tracking with management and finance.

Skills

Project management

Budget management

Organizational skills

Communication skills

Education

Bachelor’s degree or equivalent

Job description

Gartner is searching for a Conference Planner, Production Experience & Marquee Content to work within Gartner’s Production Experience Center of Excellence.

This role supports the global Destination Conference Portfolio of events. As the Planner, you will provide administrative, logistical and organizational support in delivering the planning, pre‑production, and on‑the‑ground execution of multiple conferences, events and projects. A successful candidate will thrive in a quick moving environment with keen attention‑to‑detail. In this role, the Planner will provide customer‑centric project management and overall support at the highest level possible to the team. An understanding of live conference planning and conference project management is essential. Understanding of the Audio Visual function within conferences is a plus. The ideal candidate must have strong organizational skills, ability to work across multiple teams and cultures, impeccable communication skills, and be energetically driven to meet the needs of our team.

What You Will Do

• Support the project management for the creation and delivery of Gartner’s highest level keynote sessions by partnering and collaborating with internal stakeholders in Conferences and Business and Technology Insights as well as external vendors across multiple Conference portfolios
• Leverage best practices to support live conference/event production planning processes
• Schedule and participate in pre‑production and onsite global meetings, which may be out of hours at times, often acting as the representative from the Production Experience team bringing updates and questions to the wider planning teams
• Support in managing the production timelines, key milestones, show flow documents and logistics
• Prepare routine correspondence and forms, such as Contact Reports, internal and external briefing documents, Logistics arrangements, on‑site expectations, script management instructions and others as needed
• Coordinate pre‑event and on‑site logistics including rehearsal scheduling, rehearsal logistics, AV setups, crew catering, and other on‑site activities as required
• Collaborate with internal/external partners and vendors on the production of visual assets
• Support the team regarding all requirements for all onsite delivery assets including staging, scenic, graphics, audio, animation and all creative media components
• Understand and uphold Gartner’s brand with all assets created
• Meticulously track and prepare versions of scripts and graphics for delivery at Conferences around the world
• Partner with and communicate with internal and external partners such as AV agencies, creative agencies, speaker/performance coaches, freelancers, writers, etc.
• Assist with budget reconciliation and tracking in coordination with management and finance including collecting and processing vendor invoices
• Maintain detailed documentation and reports with attendee feedback, wrap‑up notes and debrief reports
• Proactively engage with team to pursue process improvements
• Highly skilled in handling multiple complex and concurrent projects
• Support internal/corporate events periodically as the calendar permits

Expected Results

• High Scores from clients on Keynote in each region
• Flawless client experience – continual understanding of attendees’ key priorities and map back to those metrics
• Build and maintain excellent working relationships
• Achievement of financial objectives
• Engagement and effective management of suppliers/global partners
• Exceptional operational efficiency

What You Will Need

• Bachelor’s degree or equivalent work experience
• 1 year of experience in related field and industry
• Project and budget management experience required
• Beginning to end understanding of live conference production and creative content creation preferred
• C‑Level experience is desirable – communication and project management, etc.
• Agency experience advantageous
• Excellent interpersonal skills - team player who works well with others, together reaching challenging goals under very tight deadlines
• Client focused - superior customer service skills
• Excellent written and oral communication skills
• Strong time management skills and ability to multitask - high sense of urgency
• Effective organizational, project, budget and time management skills
• Strong executive presence
• Passionate, energetic & enthusiastic
• Self‑motivated, collaborative and solution oriented
• Curious and inquisitive, creative and innovative
• Ability to travel domestically & internationally

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.

Ready to grow your career with Gartner? Join us.

Gartner believes in fair and equitable pay. A reasonable estimate of the base salary range for this role is 50,000 USD - 74,000 USD. Please note that actual salaries may vary within the range, or be above or below the range, based on factors including, but not limited to, education, training, experience, professional achievement, business need, and location. In addition to base salary, employees will participate in either an annual bonus plan based on company and individual performance, or a role‑based, uncapped sales incentive plan. Our talent acquisition team will provide the specific opportunity on our bonus or incentive programs to eligible candidates. We also offer market leading benefit programs including generous PTO, a 401k match up to $7,200 per year, the opportunity to purchase company stock at a discount, and more.

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].