Event & Experience Senior Planner

Description

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 Responsibilities

• Manage communications with business partners to determine objectives and requirements for events
• Serve as point person for local headquarter meetings and events
• Research 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 experience
• Manage and organize logistics with respect to speakers, entertainment, transportation, facilities, technology, equipment, logistical requirements, printing, food and beverage, and other related issues
• Maintain accurate and updated data related to guest list, travel logistics, room blocks, and other items
• Coordinate 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' comments
• Utilize various technology systems and software to support meeting planning end-to-end process, to include but not limited to, Cvent, Socio, Passkey, and Webex
• Lead the setup, configuration, and management of events within the Cvent platform
• Proficiency 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 basis
• Maintain best practices in event management
• Compile 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 manner
• Support 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 improved
• Confer with staff at a chosen event site to direct and coordinate details
• Inspect event facilities to ensure that they conform to event requirements
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise
• Assist with the development of agendas that support the Cooperative or the business need
• Partner 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 materials
• Communicate with staff and team members to ensure a successful event
• Manage multiple deadlines with each event and make decisions based on the needs and objectives of the event
• Use various technology systems and software to support meeting planning end-to-end process
• The 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

Requirements

Education and Experience

• Undergraduate degree in business, communications, event or hospitality management, or related curriculum (or equivalent combination of experience and education)
• 4 to 6 years of advancing meeting and event coordination/planning or related experience
• Certification and/or License – Certified Meeting Professional (CMP) or Certified Meeting Manager (CMM) preferred
• Cvent event management proficiency required -- Cvent Certified Event Management and/or Account Administrator and/or System Administrator preferred
• Passkey software experience preferred

Knowledge, Skills, and Abilities

• Must be willing to travel 15-25%
• Strong proficiency with Microsoft Office Suite and company computer systems
• Strong negotiation skills and sense of urgency
• Able to independently manage several projects at one time and meet deadlines
• Able to demonstrate flexibility in planning, organizing, and multi-tasking in a fast-paced, dynamic environment
• Able to handle challenging or conflict situations with tact and professionalism
• Ability to manage multiple events simultaneously
• Able to project a professional image
• Able to organize time, energy, and resources effectively to achieve goals (., organizational skills)
• Able to interact positively and work effectively with others (interpersonal skills)
• Able to think creatively and problem solve
• Able to be proactive, reliable, and resourceful
• Able to work with accuracy and attention to detail
• Able to be self-motivated
• Able to work independently and as part of a team
• Able to communicate clearly and effectively, both verbally and in writing, for a diverse range of internal and external audiences
• Must be able to read, write and speak English

An Equal Opportunity Employer