The Private Events Planner will assess and conceptualize clients' needs and desires for a variety of meetings, conferences, and events, and make all arrangements necessary to execute the clients desired vision and goal. The Private Events Planner will report directly to the National Private Events Director.
Duties/Responsibilities:
- Consults with clients to assess and understand their needs for the event; areas of discussion and consultation include staffing, meeting rooms, event terminal setup, catering, signage, programs, music, security, display areas, and other specialized requirements.
- Compiles a list of prospective event locations; visits locations with clients and provides guidance on the final selection.
- Acts as a primary day-of-event representative to the client before, during, and after event.
- Compiles price lists and negotiates contracts for services, dates, times, and spaces.
- Consults with clients and coordinates with staff to plan and develop event schedule, topics, and featured speakers.
- Ensures that events meet legal, safety, and health requirements and regulations; obtains necessary permits from fire and health departments.
- Coordinates transportation for guests, attendees, speakers, or other parties.
- Coordinates registration process for event participants.
- Manages all administrative duties and details associated with the event including financial operations, distribution of promotional materials, and responding to inquiries.
- Develops and maintains current lists of available venues and services, and pricing options.
- Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
- Performs other related duties as assigned.
- Managing inbound leads through sales process.
Required Skills/Abilities:
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and meticulous attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Creative and effective problem-solving skills.
- Ability to prioritize tasks and to delegate them when appropriate.
- Ability to respond to problems and to assist clients with a calm, courteous, and helpful manner and attitude.
- Thorough understanding of legal regulations and permits required for events.
- Proficient with Microsoft Office Suite or related software.
Education and Experience:
- Bachelors degree in Hospitality, Meeting, and Event Planning or related field required/strongly preferred?.
- At least two years of experience in PR, Events, Convention Services required/strongly preferred
Physical Requirements:
- Must be able to stand and walk for long periods of time during events.
- Must be able to lift up to 25 pounds at times.
- Must be able to work a variety of hours in order to accommodate events.
The Gathering Spot is an Equal Opportunity Employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
