Sr Conference Planner, External Speaker Management 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

The Senior Planner, External Speaker Management Logistics is a critical role in ensuring the seamless execution of our keynote speakers at Gartner Conferences. The Sr. Planner is responsible for the successful coordination and advancement of logistics for guest keynote speakers booked by the External Speaker Management team.

The Senior Planner is also integral to the operational efficiency and effectiveness of the Gartner Speaker and Sourcing Management team. The ideal candidate will have a background in event planning and logistics, with a focus on managing high-profile speakers and their requirements. This role will report into the Manager, External Speaker Management, who will oversee the logistics for guest keynote speakers.

What you will do:

• Ensure all speaker needs and contract requirements are met, including audiovisual needs, presentation materials, recording/livestream permissions, VIP opportunities i.e. book-signings, fireside chats, etc., and any special requests
• Effectively and efficiently communicate speaker updates to internal stakeholders, including program management, production, marketing, logistics, content, registration, and housing 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/speakers' offices and key stakeholders to set expectations and ensure overall satisfaction
• Maintain strong relationships with external vendors and service providers to ensure high-quality service delivery
• Host guest speakers and manage an exceptional onsite experience
• Proactively handle and troubleshoot emerging problems throughout the planning cycle and onsite experience
• A passion for staying abreast of current events and speakers in technology and business

What you will need:

• 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)

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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 55,000 USD - 83,000 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].

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