Senior Conference Planner: Speaker Logistics Onsite

Gartner; Irving (TX); Hybrid; USD 55,000 - 83,000; Full time

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%.