Job details
Salary $60,000 - $70,000 a year job type full-time number of hires for this role 1
Qualifications
Bachelor`s (preferred)
Event planning: 5 years (preferred)
Full job description
Summary: the national association of state procurement officials (naspo) is recruiting for a conferences and events plannerThis position works on a variety of large and small-scale strategic events and special projects that support the organization’s mission, including but not limited to annual conference, naspo exchange, regional conferences, reach conference, executive leadership program, state procurement law institute, state training coordinators conference, academic forum, incoming leaders meeting, sourcing team meetings, and international summitThe program formats include on-ground, virtual and hybrid.
This position supports the conferences and events director in planning all conference and event logistics for all naspo conferences and events, including but not limited to planning committee meetings, program agendas, keynote speaker research, session development, speaker and talent acquisition, communications plans, marketing and outreach videos, conference website and registration, site searches, lodging and facilities, food and beverage menus, charitable service projects, audio/visual support, staging and furniture, event technology, orders of business, presenter scripts, run of shows, slide shows and presentation templates, program apps, conference evaluations, offsite venues and transportation, procurement and contracts, and parking and securityThe c&e planner develops strong working relationships across the entire naspo community in the conduct of this important work.
This position is required to work at our lexington, ky hq offices when needed to prepare shipments, to ship and receive items for conferences and attend meetingsRemote work is allowed except when the above is needed.
Duties and responsibilities:
· manages conference planning committees and subcommitteesThis involves compiling and distributing meeting schedules, creating planning meeting agendas and supporting documents; taking meeting notes that capture discussions, outcomes, and action items; scheduling conference calls, webinars, and meeting space; and making telecommunications and logistical arrangements.
· creates an event rfp (request for proposal) using historical data and current needs assessment; broadcasts to prospective facilities; tracks incoming proposals; prepares a facility comparison grid; makes recommendations; negotiates contract terms, including food and beverage minimum, hotel cut-off date, group lodging block and rates, and attrition and cancellation clauses in compliance with established policies and procedures.
· plans and executes all conference and event logistics, including but not limited to venues, caterers, speakers and talent, exhibitors/vendors (if appropriate), security, technical equipment, off-site activities, transportation, lighting and staging, furniture and decorations, marketing and outreach content, and program materials.
· collaborates with the professional development (prod) unit in conference program development and designPrepares speaker confirmation letters outlining the timeline for deliverables (i.e., photo, ppt presentations, supporting materials, registration, etc.)Throughout the planning process, follows up with speakers to ensure speakers meet established due datesIf applicable, negotiates speaker contracts to include a stipend, travel expenses, and presentation needsResearch keynote speakers and on-stage/on-camera talentCompiles speaker biographies, sample videos, references, and program content and materialsPresents findings and makes recommendations on the top talent to the planning committee.
· writes scripts for emcees, presenters, facilitators, and program staffCompletes the run-of-show, documenting the detailed timing of each session, along with voice of god, walk-up songs, music, videos, slide shows, camera shots, lighting, and other program enhancements.
· works directly with contractors selected to provide one-on-one appointment scheduling with state membersDesigns exhibit hall layout for one-on-one appointments, monitors the appointment scheduling, and makes follow up calls with suppliers and state members to fulfill appointment obligations.
· completes the registration process and monitors registrations on a regular basisPulls standard reports and creates customized reports from the registration systemProvides summary reports (pickup reports) to the conferences and events director on registrants, including travel and lodging.
· works collaboratively with the contract and financial services team to contract with vendors and suppliers, i.e., hotels, transportation, speakers, talent, music, audio-visual and event production, exhibit decorators, event insurance, etc.
· prepares annual project budgets based on previous year’s revenue and expenses for each project and reconciles all associated expenses to ensure that all line items are within budgetReviews contractor invoices, resolves discrepancies, assigns appropriate project coding, and submits final invoices for approval.
· provides project status reports and participates in regularly scheduled team meetings, conference planning committee meetings, and all staff meetings.
· takes inventory of all conference materials, orders adequate supplies to replenish the onsite travel kits, research and orders appropriate promotional items (“swag”), organizes all onsite materials for shipping, creates inventory of items shipped by box/carton, which may involve being at naspo headquarters, where conferences materials are stored.
· participates in the entire event (from set-up to tear-down) including event contractor move-in, pre-con conference, rehearsal, and dry-run; and serves as a resource person for all on-site logistics throughout the duration of the event.
· prepares final report for each conference or event that summarizes the event highlights; evaluation feedback from attendees, committee members, and naspo staff; recommendations to improve the program planning, content, and event logistics; and reconciliation of revenue and expenses.
· handles special projects and other duties as assigned.
Supervisory responsibilities:
No supervisory responsibilities yet oversees event contractors from onsite setup to teardown.
Minimum qualifications:
· bachelor’s degree required in hospitality, meeting and event planning; business administration; marketing and communications; or related fieldEducation may be substituted for certifications and/or years of experience in the meeting planning industry.
· minimum five (5) years direct, paid, full-time experience planning conferences and events.
· minimum five (5) direct conference and event planning experience in a corporate, governmental, non-profit, or educational setting.
Job type: full-time
Pay: $60,000.00 - $70,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible schedule
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Professional development assistance
Retirement plan
Vision insurance
Schedule:
Monday to friday
Application question(s):
Please list your desired salary
Please send in a cover letter
Education:
Bachelor`s (preferred)
Experience:
Event planning: 5 years (preferred)
Work location:
One location
Work remotely:
Yes
Work location: one location
