Event Planner

About the position

The Event Planner supports the events team by coordinating the firm's annual, national conferences. The Event Planner manages vendors and sponsor materials for conferences, as well as in-person networking receptions. Additionally, this position assists with the firm's annual awards. The Events Planner reports to the Director of Event Operations. The firm has one available position in either Austin, TX, Atlanta GA, Dover, OH, Long Beach, CA, Southfield, MI, Bethesda, MD, or Walnut Creek, CA. Some positions at Novogradac may be open to remote or hybrid work arrangements depending on business needs. Please discuss available options with your recruiter.

Responsibilities

• Handle all sponsor communications from post-closed-won to pre-event for assigned conferences, ensuring sponsors are adhering to deadlines and following up as needed.
• Research and secure all outside vendors for assigned conferences, ensuring a proper bid process and negotiating rates on items such as florals, furniture, photographers, and various event needs.
• Assist with creating a lobby décor layout and item selection.
• Work with the Events Manager on signage and brand promotion for the event, by identifying opportunities for branding in the hotel space to ensure proper advertising of company and sponsor brands.
• Follow all contract approval processes and manage the invoicing for all secured vendors within the designated period.
• Ensure the proper execution of all sponsorship deliverables per contract.
• Manage and report to Director of Event Operations on the decor and branding budget.
• Assist in tracking attendee count per session and during meals and record numbers for each.
• Coordinate vendor arrival and setup with hotel staff.
• Design exhibit hall layout.
• Collaborate with the Events Manager on increasing the profile of the exhibit hall by coordinating networking activities and ensuring appropriate brand promotion.
• May conduct planning visits at the venue hotel for each event.
• Collaborate on the design and management of conference networking receptions with a keen eye on creating a fun environment that ensures consistent and proper branding for company and sponsors.
• Serves at the main point of contact for all sponsors and vendors at the event, and manages the exhibit hall, registration area, and reception set up.
• Ship all conference related materials to the event ensuring arrival procuring proper tracking information.
• Manage and order registration collateral.
• Maintain updated Smartsheet with crate inventory before, during and after each conference.
• Share SS with admin team to ensure crates are tracked.
• Assist in tracking attendee count per session.
• Work with the Director of Event Operations to provide annual expense budget estimates for vendor expenses.
• Coordinate outgoing email announcements for the firm's annual awards.
• Review PowerPoint Presentations for accuracy.
• Create Winner Toolkits.
• Coordinate with design for social media graphics.
• Coordinate trophy design.
• Manage ordering of trophies; and shipping of trophies when applicable.
• Prepare awards for presentation on-site.
• Reserve seating for awardees.
• Prepare on-site award recipients for ceremonies.

Requirements

• Bachelor's degree and at least 3-5 years of experience with corporate events and/or appropriate balance of education and work experience.
• Bachelor's degree in event management, marketing, or related field and prior experience with vendor management.
• High volume event planning experience preferred.
• Proficiency in MS Outlook, Word, Excel and PowerPoint.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to interact professionally with employees and attendees at all levels.
• Strong organizational and follow-through skills, performing work accurately with strong attention to detail.
• Ability to meet deadlines and effectively prioritize a fast-paced and varied workload, effectively manage a variety of projects and concurrent/shifting priorities.

Benefits

• Strong growth opportunities.
• Competitive benefits package.
• 401(k) package with firm profit-sharing.
• Discretionary annual bonuses for eligible positions & CPA bonus plan.
• Strong emphasis on quality work-life integration.
• Dress for your day policy.
• Resources of a national firm.
• Compensation: $58,000-$74,000 depending on experience. More is possible if experience dictates.