Sr Conference Planner, External Speaker Management Logistics

Gartner•Irving, TX

9h•$55,000 - $83,000•Hybrid

About The Position

The Senior Planner, External Speaker Management Logistics is a critical role in ensuring the seamless execution of our keynote speakers at Gartner Conferences. The Sr. Planner is responsible for the successful coordination and advancement of logistics for guest keynote speakers booked by the External Speaker Management team. The Senior Planner is also integral to the operational efficiency and effectiveness of the Gartner Speaker and Sourcing Management team. The ideal candidate will have a background in event planning and logistics, with a focus on managing high-profile speakers and their requirements. This role will report into the Manager, External Speaker Management, who will oversee the logistics for guest keynote speakers.

Requirements

Bachelor’s Degree preferred
3+ years of professional experience, including 2+ years of event planning and logistics or related experience
Exceptional organizational skills and attention to detail.
Ability to build processes and continually realize best practices
Strong executive presence
Excellent customer service and communication skills
A passion for staying abreast of current events and speakers in technology and business
Proven ability to manage multiple projects simultaneously and work under tight deadlines
Proven ability to master new systems and tools
Ability to travel approximately 20% (6-8 conferences annually)

Responsibilities

Ensure all speaker needs and contract requirements are met, including audiovisual needs, presentation materials, recording/livestream permissions, VIP opportunities i.e. book-signings, fireside chats, etc., and any special requests
Effectively and efficiently communicate speaker updates to internal stakeholders, including program management, production, marketing, logistics, content, registration, and housing to ensure alignment
Schedule, conduct, and mediate pre-conference planning calls between speakers and key stakeholders.
Confirm marketing materials, travel arrangements, accommodations, registration, and itineraries for keynote speakers
Liaise with speakers/speakers’ offices and key stakeholders to set expectations and ensure overall satisfaction
Maintain strong relationships with external vendors and service providers to ensure high-quality service delivery
Host guest speakers and manage an exceptional onsite experience
Proactively handle and troubleshoot emerging problems throughout the planning cycle and onsite experience
A passion for staying abreast of current events and speakers in technology and business