Keynote Experience Lead — Speaker Logistics

Gartner; Dolphin Cove (CT); Hybrid; USD 55,000 - 83,000; Full time

Benefits offered by this job

Hybrid work environment

Job summary

Gartner is seeking a Senior Planner for External Speaker Management Logistics to orchestrate logistics for keynote speakers at Gartner Conferences. You will coordinate requirements, manage travel, lodging, materials, and onsite execution, ensuring exceptional experiences for speakers and attendees.

You will collaborate with program management, production, marketing, and housing teams, maintaining strong relationships with vendors and stakeholders.

Qualifications

• Bachelor's Degree preferred.
• 3+ years of professional experience including 2+ years in event planning and logistics.
• Excellent organizational skills and attention to detail.
• Ability to build processes and implement best practices.
• Strong executive presence and customer service skills.
• Excellent communication skills and industry awareness in tech/business events.
• Proven ability to manage multiple projects and meet deadlines.
• Ability to master new systems and tools.
• Willingness to travel ~20% (6–8 conferences per year).

Responsibilities

• Coordinate speaker logistics and ensure contract requirements are met (AV, materials, recordings, VIP events).
• Communicate speaker updates to internal stakeholders (program management, production, marketing, logistics, content, registration, housing).
• Schedule and lead pre-conference planning calls between speakers and stakeholders.
• Confirm travel, accommodations, registration, and itineraries for keynote speakers.
• Liaise with speakers and offices to set expectations and ensure satisfaction.
• Maintain relationships with external vendors and service providers for high-quality delivery.
• Host guest speakers and manage onsite experience.
• Troubleshoot planning or onsite issues as they arise.
• Stay abreast of current events and speakers in technology and business.

Skills

Event planning

Logistics

Organizational skills

Attention to detail

Process design

Executive presence

Communication

Industry awareness

Project management

Tech adaptability

Travel willingness

Education

Bachelor's Degree

Tools

Audiovisual equipment

Job description

Gartner is seeking a Senior Planner for External Speaker Management Logistics to orchestrate logistics for keynote speakers at Gartner Conferences. You will coordinate requirements, manage travel, lodging, materials, and onsite execution, ensuring exceptional experiences for speakers and attendees.

You will collaborate with program management, production, marketing, and housing teams, maintaining strong relationships with vendors and stakeholders.