Associate Corporate Event Planner
Description
In partnership with division and corporate management, this position assumes a supporting 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.
Responsibilities
- Primary tasks include but are not limited to the following:
- Effectively communicate with clients, sponsors, and staff via phone/email regarding all aspects of company events including registrations, schedule changes, payments, and miscellaneous questions
- Generate reports, including but not limited to event registration and pick-up reports
- Assist with accounting processes for events & tradeshows
- Maintain invoices and receipts for the Corporate Meetings AMEX, analyze and verify invoices for accuracy, seek resolutions as necessary, and reconcile monthly bills - assigning cost centers to each line item.
- Reconcile Paymentech report for credit card processing fees
- Travel with and assist the events team with necessary conference tasks
- Secondary tasks will be assigned as needed either in conjunction with an Event Planner or individually for a smaller event:
- 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
- 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
- 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.
- Support coordination of 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
Qualifications
- Bachelor’s degree in a related field or comparable work experience
- Typically requires 2-5 years related work experience in a corporate, agency or hospitality industry environment
- CMP (Certified Meeting Professional) a plus
- 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