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Corporate Event Planner
3 months ago
Description
In partnership with division and corporate management, this position assumes a lead role in the planning and execution of Tyler’s annual user conferences, executive forums, corporate and client events, national trade shows, sales incentive trips, and other external client and internal staff meetings.
Conferences/forums and internal meetings require management by a person with strong negotiating, planning and organizational skills. Conferences and user group meetings are high visibility venues that leave a lasting and positive impression on Tyler’s client base as they provide clients with educational and networking opportunities. Internal meetings bring the geographically dispersed company together for collaboration and with proper planning; they maximize the impact and minimize the cost of such meetings. Planners must balance working within a fiscally responsible budget while providing a memorable and educational experience for all attendees, whether internal or external. Planning based on historical projections is the base for budgeting conferences and negotiating to the market conditions results in best value for Tyler.
The Event Planner must be able to:
Negotiate, plan, organize, communicate, execute and develop contingency plans
Create detailed plans for projects
Manage complex scheduling
Analyze and report on historical, live, and post conference information
Understand and convey company messages and objectives through hosting special events
Work autonomously and as part of a team
Represent Tyler Technologies in a professional manner
Conduct negotiations for meeting space, events, audio visual, etc. on behalf of Tyler Technologies (all contracts must be reviewed by the Manager, Event Operations)
Research, organize and express information in a written format
Establish Priorities and meet deadlines
Handle multiple tasks while paying close attention to details
Adapt to different environments while on-site that may require making quick, yet sound decisions
Travel and extended work hours during conferences
Responsibilities
Primary tasks include but are not limited to the following:
Perform site visits and evaluate potential venues to determine viability of properties and location for specific events
Negotiate meeting space, room rates, commission, food & beverage and concessions with properties
Research and contract entertainment options
Establish projected attendance, expenses and revenues, and submit a working budget
Develop strong relationships with industry resources
Define and coordinate detailed project plans for program content, documentation, themes, promotional collateral, templates, naming conventions, web sites, social media, 3rd party participation, registration process, communication process, meeting room logistics, general and opening sessions, décor, reporting, staff and travel, directional signage and banners, shipping logistics, room block management, onsite management, post event surveys, and post event review
Create content for registration materials, including event website, registration workflow, and event mobile app.
Manage and execute onsite functions: pre-conference planning visits, breakout logistics (room sets, room assignments, etc.), technical logistics (AV, internet, screens, phones, electrical, etc.), food & beverage functions (meals, breaks, private parties, receptions, etc.), security and lockdown, sponsorships and vendor logistics, transportation, onsite check-in, add-on meetings, arrival/departure logistics, etc.
Coordinate sponsorships and exhibitors
Select food and beverage
Assign employees and tasks
Procure nametags, gift bags etc.
Solicit feedback from clients
Research vendor/suppliers for new event ideas, products or services
Event Management Software Administration:
Develop and maintain solid working knowledge of program
Define custom fields, contact types, registration paths, admission items, optional items
Build, test, and deploy multiple diverse registration event paths
Manage content: graphics, documents, web links, surveys, badge templates, emails, payment structure
Reconfigure data for upload of classes and invitees
Create live reports and arrange paths for stakeholder access during events
Communicate all issues to supplier to get resolution
Analytical Reporting:
Analyze and create summary reports for executive overviews
Analyze and create summary reports on venues and meeting space for event selection
Analyze and report on-going variances to meeting budgets
Analyze and create summary report on budgetary items post event
Analyze historical conference data and make attendance projections based on same
Analyze projected attendance, costs and revenues
Analyze, establish schedules of events
Analyze and report on registration status and hotel pick-up for attendance trends/issues
Analyze and verify invoices for accuracy, seek resolutions as necessary
Qualifications
Bachelor’s degree in a related field or comparable work experience
Typically requires
5-9 years related work experience
in a corporate, agency or hospitality industry environment
CMP (Certified Meeting Professional) designation
preferred
DES (Digital Event Strategist) certification
preferred
Travel to events on-site as needed
Excellent planning, organizing and problem-solving skills a must
Keen attention to detail
Effective communication and decision-making skills
Excellent people skills
Ability to work well in a large team environment
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