Conference Planner

Location: Remote / Wisconsin-based (Site visits & on-site execution required)

Type: Variable Part-Time Contract

Compensation: $25,000 + Potential Performance Bonus

Grass Works is looking for a strategic, tech-forward, and community-minded Conference Planner
, individual or team to produce our signature annual 3-day event, the Grass Works Grazing Conference. As the Midwest’s premier grazing organization, our conference is known for fostering farmer-to-farmer learning, networking, and community building. You will turn our vision into a memorable, high-impact experience that serves as a resource for grazing information to Wisconsin, the region, and beyond.

• Seamless Production: Execute an effective community-oriented event from initial timeline creation to post-conference reporting.
• Financial Stewardship: Manage a comprehensive budget with a focus on cost-effectiveness and revenue growth through sponsor ships, registrations, and silent auction.
• Community Engagement: Maximize attendee value with innovative programming and impactful networking.
• Mission Alignment: Incorporate grant deliverables and local food sourcing into the event.

• Collaborate with Grass Works staff, the Board of Directors, and Conference Committee on overall event design and execution.
• Build and maintain a master activity timeline in a shared Google Drive to ensure all milestones are met.
• Develop and monitor the conference budget, coordinating closely with the Treasurer and Executive Director to ensure financial health.
• Lead risk mitigation by training committee members to be ready to step into conference administration roles if/as needed to ensure operational continuity.
• Develop, distribute, collect, & review attendee evaluations.
• Prepare a post-conference report to be presented at the spring Board of Directors meeting.

• Design and execute the sponsorship and exhibitor program, including tiered benefit categories and digital and on-site recognition.
• Drive revenue through the coordination of the silent auction and the Grass Works bookstore.
• Manage local food procurement by securing donors and coordinating with venue culinary teams.

• Collaborate with the Conference Committee and Grass Works staff to determine an annual conference theme and curate high-impact sessions and speaker selections covering multiple topic areas.
• Develop a hybrid/virtual program strategy to present to the Conference Committee for consideration, including videographers, internet logistics, and digital asset creation and management.
• Provide event recommendations to the Conference Committee by analyzing past attendee evaluations and current industry trends.

• Lead a collaborative effort with the Conference Committee and Grass Works staff to create a marketing plan for the conference.
• Use Canva to create graphics for advertisements, mailings, and conference programs.
• Coordinate and execute multi-channel marketing (social media, newsletters, and print) to drive registration, sponsor ships, and brand recognition.
• Collaborate with Grass Works staff on the end-to-end registration system, database entry, and on-site check-in logistics.
• Manage all venue relations, including AV requirements, room blocks, and catering.

• Contract & Budget Mastery: Proven ability to negotiate vendor contracts and manage complex financial records.
• Tech Fluency: Proficient in Google Workspace, database management, Canva, social media, and potential online learning or virtual event platforms.
• Agile Project Management: Able to work collaboratively to carry out the event start to finish and balance a 3-day on-site execution while remaining available for real-time problem solving.
• Relational Leadership: High-level communication skills to lead volunteers, engage sponsors, and collaborate with Grass Works staff, the Board of Directors, the Conference Planning Committee and subcommittees.
• Agricultural Knowledge: Experience and/or knowledge of livestock grazing systems and regenerative agriculture practices is a plus but not required.

Please submit your resume and a cover letter detailing your experience to apply
.

| 11:59 AM Central Time.