Senior Conference Planner, Logistics

Sr. Conference Planner

The Sr. Conference Planner will support the delivery of Gartner’s must-attend global conference portfolio, in-person programs. This role is responsible for supporting the development, management, and execution of various conference elements relating to logistics and production.

Primary Responsibilities

• Supporting the flawless delivery of Conferences while working as part of the global event operations team.
• Plan, organize, and execute event logistics, with guidance from the Conference Manager, from initial stages of development through on-site operations and conference wrap-up.
• Support the Conference Manager with venue management, including:
  • Rooms and meeting facilities
  • Food & Beverage (F&B)
  • Housing
• Communicate and collaborate across Conference Production cross-functional teams to ensure seamless delivery of first-class events and experiences, while being aware of event strategies.
• Manage the shipment of all freight to onsite conferences.
• Book and arrange for temporary staff to support the event and manage them onsite.
• Support the Conference Manager with conference budgets, including:
  • Direct responsibility for specific line items
  • Producing accurate monthly forecasts
  • Managing expenses effectively
• Lead the execution of VIP member experiences, business unit activities, and segmented program deliverables within a Destination Conference.
• Hold overall responsibility for event budgets for Member Experience & Business Unit activities, including:
  • Preparation and negotiations
  • Accurate monthly forecasting
  • Alert management for risks
  • Providing recommendations for corrective action
• Actively participate in:
  • Reviewing and enhancing event features and programs
  • Analyzing attendee feedback to ensure exceptional and relevant event experiences
• Follow standard operating procedures in line with global standards.
• Collaborate as a key member of the global event operations team:
  • Build effective relationships with peers across all regions
  • Share best practices to continuously improve events worldwide

Qualifications

• Bachelor’s Degree (preferred)
• 3+ years of event management experience
• Proven operational skills, including:
  • Production schedules
  • Budget management
  • Event staffing
• Proven experience in managing agency and vendor partners
• Experience in project management and/or end-to-end event management and delivery for senior-level clients
• Strong interpersonal skills, particularly with:
  • Senior-level professionals
  • Cross-functional teams
  • Agency partners
• Creative, innovative, and strategic thinking with a strong attention to detail
• Strong financial management skills
• Motivated team player with a desire to learn and grow
• Excellent written/oral communication and presentation skills
• Proven ability to:
  • Adapt to and manage change
  • Drive continuous improvement
• Ability to thrive in high-pressure situations
• Client-focused, with superior customer service and relationship-building skills
• High sense of urgency, with the ability to:
  • Prioritize tasks across global teams
  • Manage multiple responsibilities effectively
• Strong executive presence and confident decision-making
• Willingness to travel (approximately 20%) to attend Gartner Conferences (domestically & internationally)