Conference & Event Planner II

Clayton Homes • Maryville, TN

10h

About The Position

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.

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.
• 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

Responsibilities

• 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.

Benefits

• Full-time team members have the flexibility to create their own health, dental, and vision benefits package.
• Clayton provides competitive 401K programs, including investment options and company matching for full and part time team members after one year to help our team members achieve their financial goals.
• Additional benefits include paid parental leave, tuition reimbursement, Employee Assistance Programs, and more.
• As part of Clayton’s commitment to Opening Doors to a Better Life, Clayton is now providing paid time for Team Members to volunteer to causes that are meaningful to them through the Clayton Impact program.
• At Clayton, we encourage holistic wellness with physical, nutritional, social, financial, spiritual and occupational programs available online or in-person for team members.
• Clayton’s Home Office campus offers an onsite restaurant, onsite fitness facility with full gym, in-person and virtual workout classes, yoga / barre studio, volleyball and basketball courts, walking paths, and a disc golf course.
• Clayton is committed to creating an inclusive workplace.
• Clayton is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees