Senior Conference Planner: Speaker Logistics Onsite

Gartner

Irving (TX)

Hybrid

USD 55,000 - 83,000

Full time

3 days ago
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Benefits offered by this job

Hybrid work environment

Job summary

Gartner in Irving, TX seeks a Senior Planner, External Speaker Management Logistics to coordinate keynote speaker logistics for Gartner Conferences. You will manage contracts, AV needs, travel, lodging, and on-site experience, collaborating with cross-functional teams.

The role emphasizes high-profile speaker coordination, proactive problem solving, and delivering an exceptional attendee and speaker experience, with hybrid work and travel about 20%.

Qualifications

  • Bachelor's degree preferred.
  • 3+ years of professional experience, including 2+ years of event planning and logistics or related experience.
  • Exceptional organizational skills and attention to detail.
  • Ability to build processes and continually realize best practices.
  • Strong executive presence.
  • Excellent customer service and communication skills.
  • A passion for staying abreast of current events and speakers in technology and business.
  • Proven ability to manage multiple projects simultaneously and work under tight deadlines.
  • Proven ability to master new systems and tools.
  • Ability to travel approximately 20% (6-8 conferences annually).

Responsibilities

  • Ensure all speaker needs and contract requirements are met, including audiovisual needs, presentation materials, recording/livestream permissions, VIP opportunities, etc.
  • Effectively communicate speaker updates to internal stakeholders across multiple teams to ensure alignment.
  • Schedule, conduct, and mediate pre-conference planning calls between speakers and key stakeholders.
  • Confirm marketing materials, travel arrangements, accommodations, registration, and itineraries for keynote speakers.
  • Liaise with speakers and offices to set expectations and ensure overall satisfaction.
  • Maintain strong relationships with external vendors and service providers for high-quality delivery.
  • Host guest speakers and manage an exceptional onsite experience.
  • Proactively handle and troubleshoot issues throughout the planning cycle and onsite.
  • Stay abreast of current events and speakers in technology and business.

Skills

Bachelor's Degree
3+ years experience
Organizational skills
Process improvement
Executive presence
Customer service
Communication
Industry awareness
Multi-project management
Learn new systems
Travel 20%

Education

Bachelor's degree

Job description

Gartner in Irving, TX seeks a Senior Planner, External Speaker Management Logistics to coordinate keynote speaker logistics for Gartner Conferences. You will manage contracts, AV needs, travel, lodging, and on-site experience, collaborating with cross-functional teams.

The role emphasizes high-profile speaker coordination, proactive problem solving, and delivering an exceptional attendee and speaker experience, with hybrid work and travel about 20%.

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