Sr. Events Planner (Special Events)

Responsibilities

• Plan and execute mid-size to large and complex divisional/departmental/organizational events with broad-reaching internal and external impact.
• Develop and manage event budgets, commit funds, and enter into and finalize event contracts.
• Develop procedures and protocols for events and use of space.
• Identify policy improvements and make effective recommendations related to event planning.
• Work with organizational leadership to plan and orchestrate events on campus and at outside venues. This includes, but is not limited to,
• o Develop the theme, style, and language for communications, including invitations or event promotion.
• o Provide information to determine appropriate venue for various events.
• o Work closely with the appropriate leader or appointed contact, on the style, flow, and layout of each event.
• o Create and maintain projects schedules.
• o Ensure timelines are met, ensuring the accuracy of invitations, RSVP lists, programs, and all related details (e.g., dietary needs and other needs lists)
• o Coordinate all arrangements e.g., catering, rentals, custodial services for set-up and clean-up, flowers, etc.
• o Manage and work within a budget that is determined at the beginning of each fiscal year.
• o Create event briefing for leadership as needed.
• o Manage outside contracts with vendors, including event companies, caterers, florists, printers, transportation companies, etc.
• o Maintain proper inventory of event supplies
• o Manage and approve invoices and expenses in financial system.
• Collaborate with leadership to develop an annual calendar of events.
• Collaborate with Marketing & Communications on design and implementation of marketing plans for events and preparation of promotional and day-of materials, including invitations, email communication, social media posts, and collateral.
• Work with leadership to conceptualize events, including setting goals and target audiences, recruiting and prepping speakers, collaborating with partner organizations, developing agendas, managing guest lists, etc.
• Provide day-of support for events, and/or support and prepare other staff to manage events where appropriate.
• Manage relationships with vendors, hotels, venues, and external organizations as needed.
• Create event experiences that are inclusive and accessible.
• Prepare briefings, status updates, reports, summaries, presentations, and other work products for dissemination to internal and external partners.
• Requires occasional evening hours and weekend hours as needed.
• Stay current on industry software, e.g. Social Tables, InitLive, Formstack, Eventbrite, Cvent, and Boomset to improve event planning processes.
• Train colleagues and stakeholders on platforms to help enhance their digital event planning experiences.
• Use software such as Teams, Zoom, and IBM Player to facilitate virtual events including live-streaming programming, podcasts, and other externally facing broadcasts.
• Other duties as assigned.

Requirements

• Bachelor's Degree.
• Four years of related experience.
• Experience in coordinating events in a higher education or comparable setting.
• Ability to work occasional evening hours and weekend hours.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Nice to have

• Experience running large events such as conferences, peer learning networks, symposiums, and national events in higher education or other fields.
• Experience in technical production for large-scale events.
• CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC)