Associate Corporate Event Planner

Company : Tyler Technologies

Job Type : Full Time

Plano, United States

Job Description - Associate Corporate Event Planner

Description

In partnership with division and corporate management, this position assumes a supporting role in the planning and execution of Tyler’s annual user conferences, executive forums, corporate and client events, national trade shows, sales incentive trips, and other external client and internal staff meetings.

Responsibilities

Primary tasks include but are not limited to the following:

Effectively communicate with clients, sponsors, and staff via phone/email regarding all aspects of company events including registrations, schedule changes, payments, and miscellaneous questions

Generate reports, including but not limited to event registration and pick-up reports

Assist with accounting processes for events & tradeshows

Maintain invoices and receipts for the Corporate Meetings AMEX, analyze and verify invoices for accuracy, seek resolutions as necessary, and reconcile monthly bills - assigning cost centers to each line item.

Reconcile Paymentech report for credit card processing fees

Travel with and assist the events team with necessary conference tasks

Secondary tasks will be assigned as needed either in conjunction with an Event Planner or individually for a smaller event:

Perform site visits and evaluate potential venues to determine viability of properties and location for specific events

Negotiate meeting space, room rates, commission, food & beverage and concessions with properties

Research and contract entertainment options

Establish projected attendance, expenses and revenues, and submit a working budget

Define and coordinate detailed project plans for program content, documentation, themes, promotional collateral, templates, naming conventions, web sites, social media, 3rd party participation, registration process, communication process, meeting room logistics, general and opening sessions, décor, reporting, staff and travel, directional signage and banners, shipping logistics, room block management, onsite management, post event surveys, and post event review

Manage and execute onsite functions: pre-conference planning visits, breakout logistics (room sets, room assignments, etc.), technical logistics (AV, internet, screens, phones, electrical, etc.), food & beverage functions (meals, breaks, private parties, receptions, etc.), security and lockdown, sponsorships and vendor logistics, transportation, onsite check-in, add-on meetings, arrival/departure logistics, etc.

Support coordination of sponsorships and exhibitors

Select food and beverage

Assign employees and tasks

Procure nametags, gift bags etc…

Solicit feedback from clients

Research vendor/suppliers for new event ideas, products or services

Event Management Software Administration

Develop and maintain solid working knowledge of program

Define custom fields, contact types, registration paths, admission items, optional items

Build, test, and deploy multiple diverse registration event paths

Manage content: graphics, documents, web links, surveys, badge templates, emails, payment structure

Reconfigure data for upload of classes and invitees

Create live reports and arrange paths for stakeholder access during events

Communicate all issues to supplier to get resolution

Qualifications

Bachelor’s degree in a related field or comparable work experience

Typically requires 2-5 years related work experience in a corporate, agency or hospitality industry environment

CMP (Certified Meeting Professional) a plus

Travel to events on-site as needed

Excellent planning, organizing and problem-solving skills a must

Keen attention to detail

Effective communication and decision-making skills

Excellent people skills

Ability to work well in a large team environment

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