Conference & Event Planner II

The Conference & Event Planner is responsible for the end-to-end execution of events, ensuring seamless experiences for participants, facilitators, and stakeholders. This role works in close partnership with the event team and facilitators to manage pre-event planning, vendor coordination, logistics, and on-site operations, acting as the primary point of contact during events.

The Conference & Event Planner fosters strong relationships with internal and external partners, ensures clear communication, and adapts quickly to challenges to maintain high standards and seamless event delivery. The position requires a proactive, detail-oriented professional who excels in dynamic environments and is committed to enhancing the organization's learning and development initiatives through innovative event management.

Conference & Event Planner Duties

* Coordinate and manage various facets of logistics with on and off campus events-including scheduling, vendor selection, and negotiations, arranging transportation and accommodations, organizing catering and food service details, and overseeing audiovisual setup-to deliver a smooth and outstanding experience for all participants.

* Assists in processing program expenses, invoices, and contracts; providing ongoing budget tracking and support.

* Anticipate and mitigate potential risks associated with events, such as safety concerns, logistical challenges, or regulatory compliance issues, demonstrating proactive problem-solving abilities.

* Maintains and updates the participant master tracking sheet and event project plans within the shared Smartsheet platform.

* Partner with clients and stakeholders to create innovative event concepts, experiences and cohesive themes that align with their objectives.

* Continuously looking for, offering constructive feedback, and sharing actionable insights with the Senior Planner to support ongoing strategic improvements for future events.

* Hosts comprehensive overview meetings with facilitators, vendors, and stakeholders-both internal and external-to ensure consensus on event specifics and shared expectations.

* Attend to participant and facilitator needs and ensure smooth agenda execution; manage the overall event production (including dinners and other evening activities) to ensure a high-quality experience for participants.

* Oversees and attends all events, including managing audiovisual components, coordinating setup and teardown, and addressing technical requirements.

* Monitor event progress, troubleshooting issues in real time; responds quickly and effectively to unexpected challenges.

* Leads event activities by guiding participants and engaging the crowd with an enthusiastic and welcoming demeanor.

* Empower participants to actively contribute to the event experience, sharing their expertise and perspectives, while demonstrating empathy and sensitivity to diverse viewpoints and experiences.

* Liaises with external vendors, managing and coordinating all interactions and communications with them.

* Fosters meaningful connections with Clayton's Business Unit partners and external stakeholders to enhance and uphold a distinguished brand experience.

* Disseminate relevant event details-including calendar invitations, daily schedules, and menus-to participants, facilitators, and other stakeholders.

* Provides support in preparing, reviewing, and distributing communications as required.

* Analyze trends and patterns to improve future events.

Conference & Event Planner Requirements

Education:

Bachelor's degree in Hospitality, Event Management, or related field preferred.

Years of Related

Experience:

Minimum 3+ years of experience in event production, hospitality, or related field.

Conference & Event Planner Required Competencies

* Exceptional ability to engage audiences and effectively manage large groups.

* Hospitality mindset; warm, approachable, and energetic personality.

* Meticulous attention to detail while maintaining a strong understanding of the bigger picture.

* Self-starter, adaptable, and capable of making swift, sound decisions in high-pressure situations.

* Familiarity with MS products, Smartsheets, and basic technology (Bluetooth, AV equipment, microphones).

* Excellent problem-solving and critical thinking skills.

* Demonstrates strong communication skills in both written and spoken formats.

* Proven capability to excel both autonomously and collaboratively within a team environment.

* Demonstrates confidence and professionalism when building relationships and networking across all levels of the organization, including senior leadership, to reinforce the established program brand.

* Servant mindset; continuously prioritizes the participant's experience.

* Must be willing to work outside standard business hours, including early morning, late evenings, occasional weekends, and long days ranging from 12-16hrs, to ensure seamless event execution

Why Clayton?

Full-time team members have the flexibility to create their own health, dental, and vision benefits…