Event Planning Specialist

Do it Best•Fort Wayne, IN

13h•Onsite

About The Position

The Market Planning Specialist primary responsibilities will focus on managing key member, vendor and staff Market related processes as well as several non-Market related tasks such as our local hotel discount program, multiple training schools’ hotel contracts, etc. Strong organization and communication skills are essential to this position as well as the ability to manage multiple projects at the same time.

Requirements

Associate’s degree (minimum)
Experience working in the Microsoft 360 suite of products with advanced knowledge of Word and Excel
High degree of organizational and time management skills
Ability to make independent decisions while working with members, vendors and staff alike
Self-motivated
Exceptional communication and customer service skills (telephone, email, and in person)
Cross-functional collaboration
Able to meet deadlines
High degree of professionalism
Maintain confidentiality and effectively process sensitive information (high degree of confidentiality in handling sensitive information including advance knowledge of Market related events, the multimillion-dollar Market budget, mass billings to members and vendors as well as member credit card numbers)
Able to adapt to ever changing environment, problem-solve, multi-task and work independently

Nice To Haves

Certified Meeting Professional (CMP) certification or willingness to pursue
Bachelor’s degree or higher
Experience in hospitality, event or planning industry
Familiarity in working with Do it Best Group vendors, members and staff
Experience working with web publication software

Responsibilities

Own the end-to-end process of identifying requirements, soliciting bids, selecting, and managing partnerships with security, shuttle bus, scooter, copier, and temp agency companies for each Market. This includes negotiating contracts, overseeing payment schedules (from deposit to reconciliation), and ensuring service excellence.
Reconcile millions of dollars in Market invoices from the convention center, hotels, caterer, audio video provider, etc., file any disputes, and ensure accuracy as well as prompt payment.
Proactively gather and consolidate internal stakeholder meeting room requirements for each Market and independently manage the sourcing, negotiation, and coordination of catering and audio-visual services, ensuring all needs are met on time and within budget.
Lead all catering arrangements for each Market by collaborating closely with the caterer to review menu options, place and refine Banquet Event Orders, and adjust based on registration figures to optimize quality and cost.
Oversee audio-visual requirements for each Market by working in partnership with AV providers to review technical specifications, place orders, and adapt as needed to align with changing registration numbers.
Establish and own relationships with local Fort Wayne hoteliers to secure annual business traveler discount rates; partner with Graphics and Communications to develop promotional materials and ensure clear visibility on Blink.
Manage hotel partnerships for all annual Fort Wayne–based training schools (CORE, LDI, Rental, LBM, etc.), including leading negotiations for preferred dates, rates, and contract concessions while maintaining productive, long-term relationships.
Verify and reconcile invoices from local hotels for all corporate-booked rooms, ensuring accuracy, prompt payment, and resolution of any discrepancies.
Own the creation and maintenance of each Market mobile app, incorporating stakeholder feedback, driving user adoption, and ensuring a seamless attendee experience.
Coordinate and monitor Board of Directors Market housing logistics, including hotel bookings and registration, to provide a smooth travel and lodging experience.
Demonstrate proficiency in the department’s software platforms (Map Your Show, BlueSkyz, ExhibitorPro, etc.) and leverage these tools for effective Market floor plan management, registration, booth sales, and service kit coordination.
Partner proactively with the Market registration company to escalate and resolve issues, propose process improvements, and drive continuous enhancement of the registration experience.
Develop and manage the comprehensive Market task list and timeline, ensuring all internal stakeholders receive clear directives and are held accountable for on-time completion of their respective tasks.
Collaborate with Communications each Market to provide impactful website content and updates, ensuring accurate and timely information for attendees and vendors.
Work closely with Graphics and Communications to create and publish the Market map on both the Market website and Vendor Portal, ensuring clear navigation for participants.
Manage and refine all Vendor Portal information and documents for each Market, taking full responsibility for timely updates and accuracy, and driving continuous improvements in user experience.
Oversee and fulfill all print requests for Market-related forms (merchandise removal passes, donation forms, shipping documents, etc.), maintaining brand standards and timely availability.
Lead the creation of Vendor Packets for placement in each booth, ensuring all essential materials are accurate, assembled, and delivered on schedule.
Manage the Market Registration Desk by overseeing the badging process for members, vendors, and staff, owning the coordination, distribution, and on-site support needed to ensure attendees are credentialed smoothly.
Administer vendor early entry requests in partnership with Merchandising and the badging company, balancing vendor needs with operational logistics.
Design and coordinate a streamlined staff registration process with the badging company, including pre-printing of staff and prospect badges, ensuring efficient pick-up and distribution.
Serve as an on-site registration expert at the Market, assisting attendees with badges, on-site registrations, and addressing any immediate concerns.
Track and document Market office supply inventory at event close, taking full ownership of ordering and restocking the Market crate to ensure readiness for subsequent events.
Lead supplier procurement each Market for badge holders, lanyards, wristbands, and other essential supplies, including soliciting bids, negotiating terms, and managing ongoing relationships.
Review, refine, and enhance the Market Planning procedures to document best practices, process improvements, and critical tasks.
Provide exceptional customer service as the primary point of contact for members, vendors, and staff, demonstrating in-depth knowledge of all Market-related tasks and commitments.
Remain alert to industry trends, consistently seeking opportunities for cost savings, process efficiencies, and supplier changes when beneficial, acting swiftly to implement improvements.
Undertake other duties as assigned, applying the same high level of ownership, proactive problem-solving, and commitment to excellence in all tasks.