Event/Conference Consultant

3 weeks ago

Boston, United States Innova Solutions Full time

Innova Solutions is immediately hiring for an Event/Conference Consultant

Position type: Contract

Duration: 8+ months

Location: Boston MA 02210 or Springfield MA 01111

As an Event/Conference Consultant 5 you will:

< The Opportunity

Client is hiring for the role of an Event/Conference Consultant.

In partnership with the team lead, you will provide a consistent planning approach across all events by consulting with internal lines of business to execute small to medium size meetings and events.

You will be responsible for executing the stakeholder's vision within the budget parameters.

Execution responsibilities will include sourcing, contracting, registration website management, leading meetings with internal stakeholders, maintaining the project plan, food and beverage management, development of event specification guides, communications with stakeholders, full on-site execution, and post event reconciliation.

This role is a part of the Event and Conference Management Team.

The Team

Client's Event and Conference Management team manages all Client sponsored conferences, events, and meetings from discovery through execution.

Our strategy is to streamline event management, identify cost savings, and seamlessly execute Client sponsored events.

The Impact

Responsibilities will include but are not limited to:

Management of Client business programs/meetings/events, which would include consulting with our business partners on their meeting requirements, leading project planning, managing the meeting budget, sourcing event venues, contract management, attend travel in conjunction with travel management vendor, registration website and mobile app development, food and beverage management, etc.

Development of program specs and communications with vendors to clearly communicate execution needs of the event.

Schedule and lead planning meetings with stakeholders

Clear follow up communications with event stakeholders ensuring awareness of project deadlines

On-site execution of the event which would include leading pre-con meetings, vendor load in and set up, on-site registration management, staffing management, etc.

Attendance of regular team collaboration with ECM Director, event stakeholders, vendors, and other ECM support team members

Ordering of on-site event supplies as needed, including but not limited to, office supplies, name badges, and signage

Project management of event registration websites and mobile app builds

Proof registration websites and mobile apps to ensure details are correct before launches

Have a team mentality, effectively collaborating with fellow team members areas across the enterprise.

Demonstrate agility and flexibility to work on new areas or special projects as needed.

Strong budgeting acumen

Strong communication skills

Experience supporting with executive leadership

Tech-savvy and able to learn/adopt new technology tools and platforms quickly

Organized and able to plan appropriate project timelines, work backward from deadlines, identify milestones and owners, and execute against a plan

Advanced experience in PowerPoint

Proven written and communication skills

The Ideal Qualifications

Project management/program management skills

Business communications experience

Advanced experience with AirTable and CVENT

Continuous improvement mindset with a commitment to introducing new and innovative ideas and communications approaches

Strong attention to detail

Ability to work with a variety of behavioral styles & levels of management

Ability to think and adapt quickly to a fast-moving range of issues while remaining calm under pressure

Ability to be proactive, anticipate and problem solve quickly

Availability to work nights and weekends as needed for event execution

Event agency experience a plus

Willing and able to travel to various meetings and events throughout the year in various US locations (approximately 15-20 meetings and events)

Education: Bachelor's degree>

The ideal candidate will have:

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