Event Planner

Institute of Electrical and Electronics Engineers • Piscataway, NJ

2d

About The Position

As an Event Planner at IEEE, you will be responsible for conceptualizing, planning, and executing a wide range of events, from conferences and committee meetings to social gatherings and internal functions. You will work closely with various stakeholders, including the internal Staff, Volunteer members, and external partners, to ensure that our events are well-coordinated, successful, and contribute to the overall success of IEEE. Key Responsibilities: Event Planning: Collaborate with internal teams and external partners to define event objectives, and requirements. Develop comprehensive event plans, including budgets, timelines, and logistics. Venue Selection: Identify and secure suitable venues for events, negotiate contracts, and manage vendor relationships to ensure the successful execution of events. Program Support: Maintain event agendas, manage speakers or presenters, and provide guidance on event planning best practices. Logistics Management: Oversee all aspects of event logistics, including registration, catering, audiovisual needs, transportation, and accommodations, to guarantee a seamless event experience. Registration Management: Create and maintain registration sites, compose attendee communication, provide registration reporting, oversee deployment of event apps, manage room blocks, prepare for onsite attendee management. Budget Management: Monitor and manage event budgets, track expenses, and provide regular financial reports to ensure events stay within budgetary constraints. Post-Event Evaluation: Conduct post-event evaluations to measure the success of each event, gather insights, and identify areas for improvement. Compliance: Ensure all events comply with relevant policies and guidelines, including safety, privacy, accessibility, sustainability, diversity & inclusion. Special Projects and Initiatives: As assigned. Event Concept Presentation & Communication: Skilled in developing and delivering strategic, data-driven presentations using Microsoft PowerPoint and related tools, effectively communicating event concepts, proposals, and results to internal and external stakeholders to influence decisions and drive outcomes

Requirements

• Bachelor's degree in Event Planning, Hospitality Management, or a related field (preferred).
• Proven experience as an event planner or coordinator, with a strong portfolio of successfully executed events.
• Excellent project management skills, including the ability to multitask and meet deadlines.
• Strong negotiation and vendor management skills.
• Proficiency in event planning software and tools such as Cvent.
• Exceptional communication and interpersonal skills.
• Creative thinking and problem-solving abilities.
• Attention to detail and a commitment to delivering high-quality events.

Nice To Haves

• Certified Meeting Professional (CMP) designation preferred but not required.

Responsibilities

• Collaborate with internal teams and external partners to define event objectives, and requirements.
• Develop comprehensive event plans, including budgets, timelines, and logistics.
• Identify and secure suitable venues for events, negotiate contracts, and manage vendor relationships to ensure the successful execution of events.
• Maintain event agendas, manage speakers or presenters, and provide guidance on event planning best practices.
• Oversee all aspects of event logistics, including registration, catering, audiovisual needs, transportation, and accommodations, to guarantee a seamless event experience.
• Create and maintain registration sites, compose attendee communication, provide registration reporting, oversee deployment of event apps, manage room blocks, prepare for onsite attendee management.
• Monitor and manage event budgets, track expenses, and provide regular financial reports to ensure events stay within budgetary constraints.
• Conduct post-event evaluations to measure the success of each event, gather insights, and identify areas for improvement.
• Ensure all events comply with relevant policies and guidelines, including safety, privacy, accessibility, sustainability, diversity & inclusion.
• Special Projects and Initiatives: As assigned.
• Skilled in developing and delivering strategic, data-driven presentations using Microsoft PowerPoint and related tools, effectively communicating event concepts, proposals, and results to internal and external stakeholders to influence decisions and drive outcomes

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level