Event Planner, Hotel Interactive
About The Position
The HI Group, part of Emerald, is seeking an Event Planner to independently oversee all operational and expense‑related components for up to 15 annual events. This role ensures each event is expertly planned, flawlessly executed, and thoughtfully reconciled, with a consistent focus on exceeding attendee expectations. Company Description Join a dynamic team that has been producing top‑rated, business‑building events for more than 20 years across the hospitality and senior living industries. The Hotel Interactive Group’s BITAC, FSM, and HEALTHTAC events are recognized as #1 in their respective sectors, featuring curated educational sessions, one‑on‑one meetings, and memorable experiential elements. These three‑day events are designed to foster meaningful business and personal relationships that would typically take years to develop. If you love working with people, thrive in a collaborative environment, and enjoy traveling to exceptional destinations, this is an outstanding opportunity. Explore our event lineup at www.bitac.net/calendar. Job Description The Event Planner serves as the primary liaison with hotel partners and is responsible for all pre‑show, on‑site, and post‑show operational tasks for up to 15 events annually. Success in this role requires strong time‑management skills, the ability to balance multiple projects with concurrent deadlines, and proactive communication with both internal teams and external partners. The ideal candidate is resourceful, adaptable, and able to navigate challenges with limited direction.
Requirements
- Experience in event management, including budgeting, hotel specifications, menu planning, banquet orders, and logistics
- Proficiency in Microsoft Word, PowerPoint, and expertise in Excel
- Exceptional attention to detail
- Ability to work independently in a fast‑paced, dynamic environment
- Enthusiastic, outgoing, and an excellent communicator who works well with diverse teams
- Willingness and excitement to travel approximately 15 times per year to premier resorts across the U.S. and beyond (five nights per event, Friday–Wednesday)
Responsibilities
- Lead all pre‑show planning with hotel partners, including room block management, floor plans, banquet event orders, and related logistics
- Serve as the on‑site liaison with venue staff, overseeing room setups, signage placement, and real-time troubleshooting
- Document all final expenses and review post‑event billing from venues
- Create and maintain accurate internal event files (Excel), including budgets, expense tracking, and key data points
- Research, recommend, and manage relationships with third-party partners such as printers, charities, off-site venues, and transportation providers
- Gather information from internal teams to develop agendas, signage, and other event documentation
- Deliver exceptional service to attendees, ensuring they are positioned for success throughout the event
- Manage and track all incoming and outgoing event shipments
- Welcome attendees at registration and support all functions, meals, and activities
Benefits
- unlimited vacation for exempt employees
- flexible working locations
- 401(k) plan with a company match
- medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits
- parental and caregiver leave
- dependent, commuter and FSA benefits
- professional development programs like Toastmasters
- mental wellness tools
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
