Event & Experience Senior Planner

4 weeks ago

Kansas City, United States Dairy Farmers of America Full time

Plan, coordinate, and execute logistical aspects of in-person, virtual, and hybrid events of various sizes across the Cooperative while working within established budgets and company policies and procedures. Deliver an unparalleled brand experience for attendees, including our farmer owners, employees, customers, consumers, and more. Develop and support relationships with internal business leaders that enable a deep understanding of business needs. Translate those needs and consider how audiences of events and experiences translate into specific and customized solutions that build customer relationships, brand reputation, employee engagement, consumer advocates, member affinity, and more. Partner with communications, creative, and marketing teams to develop, update, organize, and order various event or experience communications. Must have understanding of Cvent capabilities. Job Duties and ResponsibilitiesManage communications with business partners to determine objectives and requirements for eventsServe as point person for local headquarter meetings and eventsResearch and plan event spaces, branding, event security (as required), special needs requirements, offsite venues, onsite activities, meals, equipment or props, appropriate accommodations, and other logistics using RFPs, site visits, and other evaluation criteria to determine options that align to the event and experienceManage and organize logistics with respect to speakers, entertainment, transportation, facilities, technology, equipment, logistical requirements, printing, food and beverage, and other related issuesMaintain accurate and updated data related to guest list, travel logistics, room blocks, and other itemsCoordinate invitation solicitations, advanced and onsite registration through Cvent, and post-event follow-up and evaluations. Compile summaries of total event costs, audience profiles, and attendees' commentsUtilize various technology systems and software to support meeting planning end-to-end process, to include but not limited to, Cvent, Socio, Passkey, and WebexLead the setup, configuration, and management of events within the Cvent platformProficiency in configuring event registration forms and attendee management within the Cvent platform.Design, customize, and manage multiple event registration websites using Cvent Event Management Software tool on a daily basisMaintain best practices in event managementCompile project plans which summarize costs, event times, attendance numbers, equipment needs, catering, and other related details. Reconcile event-related expenses to budget in a timely mannerSupport setting and execution of event goals and KPIs. Support measuring effectiveness and make recommendations for optimization plans based on key learnings. Conduct actionable post-event evaluations to determine how future events could be improvedConfer with staff at a chosen event site to direct and coordinate detailsInspect event facilities to ensure that they conform to event requirementsMonitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that ariseAssist with the development of agendas that support the Cooperative or the business needPartner with businesses and internal communications and creative team to develop, update, organize, and/or order various meeting communications, including agendas, schedule of events, signage/displays, invite and confirmation letters, and meeting materialsCommunicate with staff and team members to ensure a successful eventManage multiple deadlines with each event and make decisions based on the needs and objectives of the eventUse various technology systems and software to support meeting planning end-to-end processThe requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

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