Proforma is seeking a highly motivated and organized individual to develop, plan and execute Proforma events within a set budget and timeline. The right candidate will have the ability to develop strategic plans and long-term opportunities. The individual will be highly organized, efficient and creative with ability to multi-task. This person will also be able to effectively interact across all levels of the organization as well as outside event contacts while building strong rapport and positive relationships.
Proforma’s Event Planner is responsible for all aspects of planning, coordinating, communicating and executing professional on-site, off-site, hybrid and virtual meetings and events. The primary focus is Proforma’s flagship annual National Convention and Million Dollar Club incentive trip. The ideal candidate is passionate, creative and detail-oriented, and must be able to problem-solve quickly and while under pressure. This position requires experience in all aspects of event, meeting, and conference planning, including cost containment, venue scouting, equipment logistics, room setup, etc. It also requires the ability to stay organized and work efficiently on several projects at one time. The ideal candidate provides superb client service at every turn, as the position entails considerable interaction with clients, team members, and other departments within Proforma.
RESPONSIBILITIES:
- Lead and contribute to the coordination of all aspects of conferences, meetings and events (pre-planning, onsite execution including staff management and post event wrap up)
- Perform site searches, provide recommendations, and negotiate hotel and/or convention center contracts
- Perform searches, recommendations and negotiate contracts for virtual platforms to support virtual events and livestreams of in-person events
- Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges
- Produce event specifications and manage vendors for all aspects of events (F&B, AV, GSC, temps, photography, transportation, security, registration, etc.)
- Assist in financial management including budget creation, monitoring revenue/expense performance, and collection of registration and/or exhibit fees
- Create and manage event registration site, virtual event platform and mobile app
- Negotiate contracts with venue and 3rd party vendors to ensure best price is given
- Adapt to crisis situations, changing procedures, methods or processes
- Develop and maintain solid relationships with exhibitors/sponsors
- Work closely with legal team to ensure contract covers extreme situations and complete coverage
- Contribute effective ideas to strategic planning and analysis processes
- Train and manage event staff volunteers to ensure they exceed outlined expectations
- Contribute to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task
- Comply with legal, insurance, health and safety regulations at all times
- Travel, domestically and internationally, and work overtime as needed to attend events and client meetings
BASIC QUALIFICATIONS:
- Bachelor’s degree
- 5+ years of professional meeting and event planning experience
- Experience at working both independently and in a team-oriented, collaborative environment
- Excellent communication skills – oral and written
- Ability to work under pressure and make split-second decisions in changing environments
- Ability to effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines
- Strong analytical and problem-solving skills
- Ability to coordinate several projects simultaneously
- Ability to elicit cooperation from a wide variety of sources, including management, clients, other departments and vendors
- Ability to work directly with clients in a responsible, appropriate and service-oriented way
- Must possess a professional demeanor and have the ability to maintain confidentiality
- Adept at conducting research into project-related issues
- A high degree of responsibility and initiative
- Microsoft Office Suite: Word, Outlook, PowerPoint, Excel
PREFERRED QUALIFICATIONS AND SKILLS:
- Demonstrated experience in event planning and execution, contract negotiation, exhibit & tradeshow coordination, sponsorship fulfillment, and project management
- Proficiency with Cvent or similar platform for event management
- Experience utilizing AV solutions
- Current Certified Meeting Professional (CMP) certification or must meet the eligibility requirements to obtain the Certified Meeting Professional (CMP) certification
- Hotel event management experience