Conference & Special Events Planner

2 weeks ago


Chicago, United States National Louis University Full time

Overview:
**Who We Are**:
National Louis is a 135+ year old university that has been grounded in the values of innovation, access, excellence, and equity from its inception. As an institution, we believe in providing access to educational opportunity and that education is our greatest lever for social and economic mobility. We are a student-focused community that is committed to continuous improvement and superior student service. We believe that through education we are able to empower change and build healthy communities. Our hard-working community is based on collaboration and respect for all team members and students.

**What We Offer**:
At National Louis University, we offer our employees an innovative environment to work together and inspire the ideas that will make an impact. As our external environment changes, our employees are provided the opportunities and tools needed to grow both personally and professionally to remain successful. NLU employees and dependents are offered a wide range of benefits, including but not limited to, Health Insurance benefits, Retirement benefits, Paid Time Off and Educational Benefits.

**Job Summary**

The Conference & Special Events Planner at the McCormick Institute for Early Childhood is a professional responsible for organizing, coordinating, and managing all aspects of conferences and special events for The Institute, including the Center for Early Childhood Leadership. This role involves a wide range of activities from conceptualization to execution, ensuring that all events are successful, meet organizational objectives, and provide a positive experience for attendees. The Conference and Special Events Planner is responsible for planning, organizing, and directing all types of conferences and special events for the Institute, including Leadership Connections, the national Leadership conference sponsored annually by the Center for Early Childhood Leadership, within the McCormick Institute for Early Childhood. Activities executed by the role include managing budgets, selecting venues, coordinating with vendors, obtaining sponsors, coordinating staff, managing presenters, and handling logistics to ensure smooth and efficient event execution. As a valued member of the Institute Operations teams, this role will serve as a liaison with appropriate units across the Institute and NLU to ensure streamlined operations and efficiencies are achieved.

Essential Responsibilities:
**Event Planning and Design**:

- Conceptualize and plan event details based on objectives and requirements.
- Design event programs that align with the goals and audience engagement strategies.
- Create detailed proposals for events (e.g., timelines, venues, suppliers, legal obligations, staffing, and budgets).
- Collaborate with key staff to ensure that program objectives for events are captured within plans and designs.
- Works closely with the Director of Events at NLU to ensure streamlined operations regarding conferences and events.
- Collaborates closely with the Managing Director of the Center for Early Childhood Leadership within the Institute to plan and execute Leadership Connections

**Venue and Vendor Management**:

- Research and select venues, caterers, speakers, entertainers, photographers, and other vendors.
- Negotiate contracts and fees with venues and vendors.
- Coordinate venue management, caterers, stand designers, contractors, and equipment hire.

**Logistical Coordination**:

- Manage logístical aspects of event planning and execution, including transportation, accommodation for attendees, equipment, and catering.
- Ensure compliance with insurance, legal, health, and safety obligations.
- Troubleshoot and handle any issues arising during the events.

**Stakeholder Management**:

- Work closely with clients, sponsors, and other stakeholders to meet their needs and expectations.
- Communicate regularly with clients and vendors to ensure clear understanding of expectations and responsibilities.

**Evaluation and Reporting**:

- Conduct post-event evaluations to determine how future events could be improved.
- Collect feedback from participants and other stakeholders to enhance the quality and effectiveness of event planning and management.
- Prepare detailed reports on the outcomes and learnings from the event.

**Marketing and Promotion**:
**Budget Management**:

- Support Director of Operations and Finance to prepare and manage budgets for events, monitor event expenses and review financial transactions to ensure adherence to budgetary constraints, and provide periodic reports and post-event analysis to assess opportunities for cost savings and process improvements.

**Other duties as assigned**
- Support the Director of Finance and Operations in the coordination of thought leadership efforts across the Institute.

Qualifications:

- Bachelor's Degree in Event Management, Hospitality, Marketing, Business Administration, or related field.
- Five plus (5+) years proven exper


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