Conference & Event Planner II

Overview

The Conference & Event Planner is responsible for the end-to-end execution of events, ensuring seamless experiences for participants, facilitators, and stakeholders. This role works in close partnership with the event team and facilitators to manage pre-event planning, vendor coordination, logistics, and on-site operations, acting as the primary point of contact during events.

The Conference & Event Planner fosters strong relationships with internal and external partners, ensures clear communication, and adapts quickly to challenges to maintain high standards and seamless event delivery. The position requires a proactive, detail-oriented professional who excels in dynamic environments and is committed to enhancing the organization’s learning and development initiatives through innovative event management.

• Coordinate and manage various facets of logistics with on and off campus events—including scheduling, vendor selection, and negotiations, arranging transportation and accommodations, organizing catering and food service details, and overseeing audiovisual setup—to deliver a smooth and outstanding experience for all participants.
• Assist in processing program expenses, invoices, and contracts; provide ongoing budget tracking and support.
• Anticipate and mitigate potential risks associated with events, such as safety concerns, logistical challenges, or regulatory compliance issues, demonstrating proactive problem-solving abilities.
• Maintain and update the participant master tracking sheet and event project plans within the shared Smartsheet platform.
• Partner with clients and stakeholders to create innovative event concepts, experiences and cohesive themes that align with their objectives.
• Continuously seek feedback and share actionable insights with the Senior Planner to support ongoing strategic improvements for future events.
• Host comprehensive overview meetings with facilitators, vendors, and stakeholders—both internal and external—to ensure consensus on event specifics and shared expectations.
• Attend to participant and facilitator needs and ensure smooth agenda execution; manage the overall event production (including dinners and other evening activities) to ensure a high-quality experience for participants.
• Oversees and attends all events, including managing audiovisual components, coordinating setup and teardown, and addressing technical requirements.
• Monitor event progress, troubleshoot issues in real time; respond quickly and effectively to unexpected challenges.
• Lead event activities by guiding participants and engaging the crowd with an enthusiastic and welcoming demeanor.
• Empower participants to actively contribute to the event experience, sharing their expertise and perspectives, while demonstrating empathy and sensitivity to diverse viewpoints and experiences.
• Liaise with external vendors, managing and coordinating all interactions and communications with them.
• Foster meaningful connections with Clayton’s Business Unit partners and external stakeholders to enhance and uphold a distinguished brand experience.
• Disseminate relevant event details—including calendar invitations, daily schedules, and menus—to participants, facilitators, and other stakeholders.
• Provide support in preparing, reviewing, and distributing communications as required.
• Analyze trends and patterns to improve future events.

• Education:
  
  Bachelor’s degree in Hospitality, Event Management, or related field preferred.
• Years of Related
  
  Experience:
  
  Minimum 3+ years of experience in event production, hospitality, or related field.
• Competencies:
  • Exceptional ability to engage audiences and effectively manage large groups.
  • Hospitality mindset; warm, approachable, and energetic personality.
  • Meticulous attention to detail while maintaining a strong understanding of the bigger picture.
  • Self-starter, adaptable, and capable of making swift, sound decisions in high-pressure situations.
  • Familiarity with MS products, Smartsheets, and basic technology (Bluetooth, AV equipment, microphones).
  • Excellent problem-solving and critical thinking skills.
  • Demonstrates strong communication skills in both written and spoken formats.
  • Prov…