Conference Coordinator

Conference Coordinator

Contract:

2-3 Months (Very high possibility of extension)

Location:

Irving, TX (onsite at least 1 day per week)

• Support operational delivery of all exhibitor elements across multiple B2B in-person and virtual conferences including project management, floor plan management, digital event platform management, financial management (forecasting, budgeting and reconciliation), staff planning and production scheduling.
• Develop, maintain and improve exhibit floor plans to maximize revenue opportunities and engagement.
• Manage conference budgets with direct responsibility for all costs associated with exhibitor fulfillment and delivery; produce accurate monthly forecasts and manage expenses effectively.
• Attend conferences as onsite support for in-person and virtual exhibit delivery including assisting in management of the production schedule, conference staff and liaising with agency partners and vendors.
• Manage and maintain online client-facing portal that holds all logistical information and deadlines for exhibitors ensuring best possible experience for clients.
• Anticipate and react to client requests with a service focus that delivers exceedingly high value to drive exhibitor retention.
• Partner with Exhibit Operations leadership team on projects by providing feedback and maximize output to scale the business.
• Liaise with key conference partners and team members (internal and external) to ensure successful conference execution; build and maintain good relationships by establishing trust and a working partnership.
• Expected Results:
  Achieve operational excellence and execute conferences on time, within budget and with great attention to detail.
• Develop a comprehensive understanding of Gartner’s conference business including the value proposition of each conference for attendees and exhibitors and the value proposition of each exhibitor product.
• Standardized operational processes, project management and best practices both in the planning and onsite execution stages of conference production and delivery.
• Develop an innovative and creative approach to all aspects of the role – team management, engagement strategy and operational execution.

• Internal:
  Conference Client Services, Exhibit Sales, Conference Logistics, Creative Journey & Branding, Conference Content, Conference Financial & Future Planning, Program Management, Conferences Strategic Planning, Conference Business Solutions
• External:
  Third party suppliers and contractors

• 2-3 years of relevant work experience.
• Able to work effectively in a global, cross functional team environment to run key process stages that deliver successful outcomes.
• Attention to details to track important metrics that will trigger the various phases of the product delivery timeline.
• Strong communication skills to keep all stakeholders aware of the product delivery status.
• Comfortable working in event management technology platforms.
• Fast learner.
• Able to deliver valuable results in a fast-paced environment.
• Team player who brings a “whatever it takes” attitude to succeed and further define the success of the product.
• Ability to review reports and trigger steps in the process based on the data presented in these reports.
• Ability to communicate status and raise issues as they arise.

Bachelor’s degree Required (focus on events and/or marketing preferred, but not required)