Senior Event Planning Analyst

Highmark Health•Camp Hill, PA

7d•Hybrid

About The Position

This job is responsible for developing and providing event support. It provides input regarding the design of marketing or event material as well as manages promotional or event inventory. Partners to create and execute new events and research trade associates for membership/sponsorship and partnering opportunities. Responsible for all aspects of planning, executing, and recapping on site and off site meetings and/or special event functions for the corporation and affiliated companies. The incumbent is the key interface with both internal and external clients, contracted vendors, and support personnel involved with the planning of a variety of meeting types and sizes including sales meetings, training seminars, board meetings, board retreats, and corporate sponsored conferences. Accountable for evaluation, selection, and recommendation of meeting sites based on program objectives; budgets; accessibility; service quality; and time frame constraints. Other accountabilities also include but are not limited to negotiations, evaluations, execution of contracts, internal client consultations, budget preparation and management, re-sourcing/re-utilization of cancelled space or attrition, coordination of all travel logistics (airfare, car rentals, transportation shuttles, driver service), negotiation and development of all specifications for venue space, food and beverage menus, technology support, security needs, rooming lists, and AV requirements. Manages risk and liability concerns and ensures that appropriate levels of insurance are in effect. Conducts post-event recap analysis, handles all close out procedures, and reconciles all reimbursements. This is a hybrid based role in Camp Hill, PA.

Requirements

High School degree or equivalent
5-10 years of relevant, progressive experience in the area of specialization

Nice To Haves

Bachelor’s Degree in Hospitality Management and/or Marketing / Communications

Responsibilities

Establish event parameters including event objectives, budgets, meeting itinerary, attendee lists/counts, catering needs, travel and/or overnight stays, audio visual set-ups, production of related promotional collateral, and any additional event requirements.
Provide comprehensive listing of site selections and budget proposals for client review/approval.
Establish mutually agreed upon scheduling deadlines, address all event logistics, negotiate contracts, provide client with planning updates, and act as on site consultant troubleshooting and resolving any unanticipated complications.
Conduct post-event recap, reconcile expenditures, secure customer evaluation, and incorporate feedback into shared database for future planning needs.
Evaluate, select, and recommend meeting sites based upon pre-established client and corporate criteria.
Site inspections and/or prior knowledge of properties (hotels, resorts, conference centers, community centers, etc.) is critical to ensure that the venue provides a quality atmosphere and the on site amenities needed for participants to optimize business objectives without external distractions.
Maintain a current and comprehensive working knowledge of procedures related to hotel/resort operations; food and beverage services; travel and transportation arrangements, and audiovisual set-ups and strikes.
Establish meeting protocols, create databases of information, and develop methodologies (electronic forms, confirmations, planning templates, evaluations etc.) to allow for an expedient and efficient planning process.
Conceive strategy, research compatible options/locations and availabilities, negotiate terms, and manage/oversee all details related to successful execution of the event.
Calculate overnight accommodations to ensure that accurate room blocks and requirements are met.
Conduct pre-con meetings with venue and staff, authorize and approve budgetary items directly with property on every aspect of the event, and establish accountabilities for event execution.
Develop and maintain Access database detailing venue and customer profile information.
Develop all specifications for venue space, food and beverage menus, technology support, security needs, rooming lists, and AV requirements ensuring that contract agreements reflect usage patterns, pre-established corporate terms/rates, and forecasted expenditures for both venues and contracted suppliers.
Negotiate contract agreements and partner with legal and risk management to ensure that contract language reflects the best interest of the corporation.
Ensure that appropriate tax exemptions are applied, attrition rates are pre-established, and that force major and cancellation clauses are incorporated.
Manage risk and liability concerns and ensure that appropriate levels of insurance are in effect.
Establish direct billing status, execute contracts and manage event staging to ensure that terms are fulfilled as specified.
Negotiate with venues for re-sourcing/re-utilization of cancelled space or attrition.
Review and audit all client reimbursements, vendor billings and check requests.
Ensure that expenses correspond with budgeted amounts and accurately reflect negotiated contract terms.
Process any required corrections, assign to designated cost centers, and obtain appropriate sign-offs and approvals as per corporate policies and procedures.
Employ established audit controls to ensure compliance with Sarbanes Oxley Act.
Provide multi-media boards and signage for visual display at meetings.
Fulfill graphic image requests.
Ensure brand compliance on all visual elements.
Work with various affiliates to acquire product images, photography, and graphics for presentations.
Coordinate delivery of images/videos to AV technicians to be imported or digitized into presentations.
Manage the design of event invitations, programs, handouts, and any related collateral.
Other duties as assigned or requested.