Event Planner

Position Summary
The Event & Large Meeting Planner is responsible for the planning and execution of large-scale, complex events including conferences, conventions, and corporate meetings. This role manages the full event lifecycle—from strategy and budgeting through on-site delivery—while ensuring alignment with business objectives, regulatory requirements, and attendee experience standards.

Duties and Responsibilities

• Partner with internal stakeholders to define event goals, scope, timelines, and budgets


• Plan and execute high-attendance events, managing multiple projects simultaneously


• Source venues and negotiate contracts; oversee room setups, catering, A/V, transportation, and registration


• Develop and manage event budgets; track expenses and review vendor invoices


• Coordinate and manage vendors including A/V, catering, security, technology, and speakers


• Travel to events as needed to oversee on-site setup, registration, and live execution


• Collaborate with Marketing and Communications on branding, promotions, and attendee communications


• Utilize event technology platforms for registration, virtual/hybrid events, and reporting


• Identify risks and implement contingency plans


• Support post-event reporting and continuous improvement efforts


• Perform other duties as assigned

Qualifications

• Bachelor’s degree in hospitality, business, tourism, marketing, or related field


• 3+ years of experience in event planning, large meeting planning, or hospitality opeations


• Experience managing large, complex, or high-attendance events


• Strong negotiation, communication, and organizational skills


• Proven budget management and vendor coordination experience


• Ability to multitask, make sound decisions under pressure, and maintain strong attention to detail


• Proficiency with Microsoft Office and collaboration tools (Outlook, Teams); familiarity with event management or CRM platforms

Preferred

• Experience supporting events for a distributed or remote workforce


• Bilingual (English/Spanish)


• Lean Six Sigma or Six Sigma Yellow Belt certification

Work Environment

• Fast-paced, deadline-driven role


• Travel required for on-site event execution

This role requires regular, ongoing in‑office presence. Employees are expected to work onsite, which includes non-company locations where we conduct business, the majority of the time to support collaboration, productivity, and business operations according to the schedule set by supervisors and/or branch management."

This job description is not intended to create a contract of employment. It provides a general overview of the primary duties and responsibilities of the position but does not (and cannot practically) represent an exhaustive or comprehensive list. Duties, responsibilities, and requirements may change or be assigned at any time based on business needs, and the company reserves the right to modify this description accordingly.