Event Planner

TX Assoc of School Boa • Austin, TX

3h • Hybrid

About The Position

The Texas Association of School Boards (TASB) began in 1949 as a one-person organization dedicated to advocating for excellence in public education on behalf of Texas school board members. Today, TASB has grown to over 500 employees, providing purposeful resources to 1,024 school districts, ultimately benefiting 5.4 million Texas students. The organization prides itself on a collaborative environment that encourages professional and personal growth, leading to its recognition as a "Top Ten Best Places to Work" by Austin Business Journal. The Event Planners will be responsible for the seamless planning and execution of events and/or Board meetings, managing all logistical aspects from pre-event contracting to post-event analysis. This includes collaborating with program directors, negotiating with vendors, and overseeing on-site operations. This is a full-time, hybrid position requiring residence in the Austin area and the ability to travel 25-50 days annually. Two full-time positions are being recruited: one focusing on internal staff events in the conference center, and the other managing off-site conferences and events.

Requirements

• Three to five years of meeting planning experience.
• Ability to convey ideas clearly and articulate proficiently with various audiences.
• Ability to travel within state, 20-25 days annually.
• Maintain professional demeanor under pressure.
• Manage multiple on-going projects of varying sizes.
• Organize and analyze complex data.
• Strong negotiation skills and knowledge of contract language.
• Knowledgeable in current meeting technology and software (Zoom, ASANA, Social Tables, Excel).
• Must be able to lift and move up to 20 pounds of miscellaneous materials.
• Excellent written and oral communication skills.
• Exceptional organizational skills.
• Live in the Austin area.
• Ability to travel 25-50 days annually.

Nice To Haves

• College degree.
• Active in industry associations.
• Experience planning board meetings.
• Aware of current trends in meeting industry.

Responsibilities

• Collaborate with TASB program directors to define meeting specifications.
• Research destinations using hotel and CVB contacts based on established criteria.
• Prepare and distribute RFPs and meeting history reports to qualified candidates.
• Analyze data to determine the best location/venue and present recommendations to program directors.
• Negotiate terms, including meeting space, F&B, AV discounts, room blocks, rates, and complimentary ratios.
• Prepare venue contracts for signature, ensuring all meeting aspects are included, and manage the contract process through Corporate Counsel.
• Negotiate and contract support services such as shuttle, security, and entertainment.
• Ensure compliance with TASB Contracts and Procurement Policies.
• Manage housing, event budget, and specific event needs.
• Establish registration needs with the Event Coordinator.
• Plan function room setups based on attendance and meeting type.
• Select and order AV and F&B within budget.
• Serve as onsite project manager, overseeing meeting rooms, F&B, AV, etc., with presence required days prior to some events.
• Arrive at least one hour before daily start time, close out events, and ensure all materials are packed and removed post-event.
• Communicate needs to hotel staff and manage last-minute changes.
• Respond to emergencies, being on-call 24/7 during events.
• Lead meetings with the events team, including hotel, convention, and auxiliary services staff.
• Coordinate related events, including space assignments, client-vendor liaison, and cost negotiations.
• Analyze and prepare final reports on room pickups, F&B, AV, etc., summarizing meeting costs.
• Reconcile final bills from venues and additional vendor services, allocate to cost centers, and submit to Finance for payment within 45-75 days post-event.
• Ensure Efficient Event Execution: Plan and manage all aspects of meetings, ensuring they run smoothly and on schedule.
• Create Engaging Experiences: Incorporate innovative ideas to make meetings memorable and inspiring for attendees.
• Collaborate Effectively: Work with internal teams and external vendors to coordinate catering, audiovisual needs, and space reservations.
• Manage Client Relationships: Understand client needs, maintain clear and consistent communication, and deliver personalized solutions to ensure satisfaction and build long-term trust.
• Optimize Resources: Manage travel and event-related expenses efficiently to maximize resources while maintaining high-quality experiences.
• Drive Continuous Improvement: Gather and analyze attendee feedback to prepare post-event reports and implement improvements.
• Support Success: Perform additional duties as needed to ensure the success of meetings and events.

Benefits

• Competitive pay
• Rich benefits
• Retirement matching of 2:1 up to 5% after one year (if you contribute 5% to the plan, TASB will contribute 10%)
• Onsite daycare
• Onsite gym
• Wellness program
• Tuition reimbursement
• Remote work options
• Flexible schedules
• Collaborative environment
• Culture that promotes bringing your whole self to work every day
• Emphasis on healthy boundaries and work-life balance
• Frequent professional development
• Wellness seminars
• Transparent leaders with an open and consistent feedback approach
• Team celebrations with meaningful (and fun) events and tokens of appreciation

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed