Event Planning Specialist

Do it Best; Fort Wayne (IN); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Full insurance benefits package

Paid time off

Profit sharing

Bonus Pay opportunities

Retirement funding opportunities

Education reimbursement

Health club reimbursement

Career advancement opportunities

Job summary

Do it Best Group in Fort Wayne, IN seeks a Market Planning Specialist to manage Market-related vendors, hotel partnerships, catering, AV, and attendee services. This salaried role demands strong organization and clear communication across departments.

You will own end-to-end sourcing, contract negotiations, invoice reconciliation, and on-site registration during Markets, ensuring timely delivery and cost efficiency.

Qualifications

• Associate’s degree is required.
• Experience with Microsoft 365 applications (Word and Excel) is required.

Responsibilities

• Own end-to-end process to identify requirements and manage Market vendor contracts.
• Reconcile Market invoices and resolve disputes for multiple venues.
• Coordinate catering and AV services for each Market within budget.
• Establish and maintain relationships with Fort Wayne hoteliers for discount rates.
• Oversee Market registrations, badges, and on-site support.
• Lead Market maps, floor plans, and vendor portal updates.

Skills

Organizational skills

Time management

Communication skills

Education

Associate’s degree

Microsoft 360 suite (Word & Excel)

Job description

Market Planning Specialist

Location: Fort Wayne, IN

Level: Salaried

Division: Merchandising

Travel: 10% Travel. Spring & Fall Markets - Tuesday arrival with following Monday departure (extended as needed); site visits as necessary; possible occasional attendance at other industry events/education sessions

About the Role

The Market Planning Specialist primary responsibilities will focus on managing key member, vendor and staff Market related processes as well as several non-Market related tasks such as our local hotel discount program, multiple training schools' hotel contracts, etc. Strong organization and communication skills are essential to this position as well as the ability to manage multiple projects at the same time.

Responsibilities include

• Own the end-to-end process of identifying requirements, soliciting bids, selecting, and managing partnerships with security, shuttle bus, scooter, copier, and temp agency companies for each Market. This includes negotiating contracts, overseeing payment schedules (from deposit to reconciliation), and ensuring service excellence.
• Reconcile millions of dollars in Market invoices from the convention center, hotels, caterer, audio video provider, etc., file any disputes, and ensure accuracy as well as prompt payment.
• Proactively gather and consolidate internal stakeholder meeting room requirements for each Market and independently manage the sourcing, negotiation, and coordination of catering and audio-visual services, ensuring all needs are met on time and within budget.
• Lead all catering arrangements for each Market by collaborating closely with the caterer to review menu options, place and refine Banquet Event Orders, and adjust based on registration figures to optimize quality and cost.
• Oversee audio-visual requirements for each Market by working in partnership with AV providers to review technical specifications, place orders, and adapt as needed to align with changing registration numbers.
• Establish and own relationships with local Fort Wayne hoteliers to secure annual business traveler discount rates; partner with Graphics and Communications to develop promotional materials and ensure clear visibility on Blink.
• Manage hotel partnerships for all annual Fort Wayne-based training schools (CORE, LDI, Rental, LBM, etc.), including leading negotiations for preferred dates, rates, and contract concessions while maintaining productive, long-term relationships.
• Verify and reconcile invoices from local hotels for all corporate-booked rooms, ensuring accuracy, prompt payment, and resolution of any discrepancies.
• Own the creation and maintenance of each Market mobile app, incorporating stakeholder feedback, driving user adoption, and ensuring a seamless attendee experience.
• Coordinate and monitor Board of Directors Market housing logistics, including hotel bookings and registration, to provide a smooth travel and lodging experience.
• Demonstrate proficiency in the department’s software platforms (Map Your Show, BlueSkyz, ExhibitorPro, etc.) and leverage these tools for effective Market floor plan management, registration, booth sales, and service kit coordination.
• Partner proactively with the Market registration company to escalation and resolve issues, propose process improvements, and drive continuous enhancement of the registration experience.
• Develop and manage the comprehensive Market task list and timeline, ensuring all internal stakeholders receive clear directives and are held accountable for on-time completion of their respective tasks.
• Collaborate with Communications each Market to provide impactful website content and updates, ensuring accurate and timely information for attendees and vendors.
• Work closely with Graphics and Communications to create and publish the Market map on both the Market website and Vendor Portal, ensuring clear navigation for participants.
• Manage and refine all Vendor Portal information and documents for each Market, taking full responsibility for timely updates and accuracy, and driving continuous improvements in user experience.
• Oversee and fulfill all print requests for Market-related forms (merchandise removal passes, donation forms, shipping documents, etc.), maintaining brand standards and timely availability.
• Lead the creation of Vendor Packets for placement in each booth, ensuring all essential materials are accurate, assembled, and delivered on schedule.
• Manage the Market Registration Desk by overseeing the badging process for members, vendors, and staff, owning the coordination, distribution, and on-site support needed to ensure attendees are credentialed smoothly.
• Administer vendor early entry requests in partnership with Merchandising and the badging company, balancing vendor needs with operational logistics.
• Design and coordinate a streamlined staff registration process with the badging company, including pre-printing of staff and prospect badges, ensuring efficient pick-up and distribution.
• Serve as an on-site registration expert at the Market, assisting attendees with badges, on-site registrations, and addressing any immediate concerns.
• Track and document Market office supply inventory at event close, taking full ownership of ordering and restocking the Market crate to ensure readiness for subsequent events.
• Lead supplier procurement each Market for badge holders, lanyards, wristbands, and other essential supplies, including soliciting bids, negotiating terms, and managing ongoing relationships.
• Review, refine, and enhance the Market Planning procedures to document best practices, process improvements, and critical tasks.
• Provide exceptional customer service as the primary point of contact for members, vendors, and staff, demonstrating in-depth knowledge of all Market-related tasks and commitments.
• Remain alert to industry trends, consistently seeking opportunities for cost savings, process efficiencies, and supplier changes when beneficial, acting swiftly to implement improvements.
• Undertake other duties as assigned, applying the same high level of ownership, proactive problem-solving, and commitment to excellence in all tasks.

Education & Qualifications

• Associate’s degree (minimum)
• Experience working in the Microsoft 360 suite of products with advanced knowledge of Word and Excel

Desired

• Certified Meeting Professional (CMP) certification or willingness to pursue
• Bachelor’s degree or higher
• Experience in hospitality, event or planning industry
• Familiarity in working with Do it Best Group vendors, members and staff
• Experience working with web publication software

Skills And Abilities

Minimum

• High degree of organizational and time management skills
• Ability to make independent decisions while working with members, vendors and staff alike
• Self-motivated
• Exceptional communication and customer service skills (telephone, email, and in person)
• Cross-functional collaboration
• Able to meet deadlines
• High degree of professionalism
• Maintain confidentiality and effectively process sensitive information (high degree of confidentiality in handling sensitive information including advance knowledge of Market related events, the multimillion-dollar Market budget, mass billings to members and vendors as well as member credit card numbers)
• Able to adapt to ever changing environment, problem-solve, multi-task and work independently

Benefits available to you

• Full insurance benefits package including Medical, Dental, & Vision
• Paid time off to foster work/life balance
• Profit sharing
• Bonus Pay opportunities
• Retirement funding opportunities
• Education reimbursement
• Health club reimbursement
• Career advancement opportunities

About Do It Best Group

Headquartered in Fort Wayne, IN, the Do it Best Group is the world's largest hardware, lumber, and building materials buying cooperative in the home improvement industry. With nearly $6 billion in annual sales, we support thousands of independently-owned locations across the United States and in more than 60 countries worldwide. Partners in the company have the flexibility to operate under the Do it Best, True Value, or their own local store identities, offering a diverse range of branding options to best serve their communities.

Culture

Each team member is valued as an individual - with their intrinsic value at the forefront. We prioritize your career growth through one-on-one training, conferences, tuition assistance, mentoring and more. We encourage authentic relationships by hosting social events and fostering a culture where lasting friendships are made. In fact, the three most valued aspects of being a part of the Do it Best team are the culture, the compensation, and the level of fulfillment that each team member experiences from their role.

Our Philosophy

Serving others as we would like to be served

Our Mission

Making the best even better

Our Goal

Helping members grow and achieve their dreams