Sr Conference Planner Production Project Management

Gartner seeks a Senior Planner for its Production Experience Center of Excellence supporting the global Destination Conference Portfolio in EMEA. This role provides administrative logistical and organizational support for planning pre-production and execution of multiple conferences and events in EMEA. Success in this role requires thriving in a fast-paced environment with strong attention to detail. Experience in live conference planning and project management is essential; audio-visual knowledge is a plus. The ideal candidate demonstrates strong organizational and communication skills works well across teams and cultures and has a Win as a Team mentality.

Primary Responsibilities:

• Support the project management for the creation and delivery of Gartners highest level keynote sessions by collaborating with internal stakeholders and external vendors across multiple Conference portfolios
• Follow standard operating procedures and global standards utilizing best practices and established processes to ensure globally consistent execution
• Schedule and participate in pre-production meetings which may be out of hours at times acting as the representative from the Production Experience team bringing updates and questions to the wider planning teams
• Support in managing the production timelines key milestones show flow documents and logistics
• Prepare briefing documents logistical arrangements on-site expectations script management instructions and other documentation/correspondence as needed
• Coordinate pre-event and on-site logistics including rehearsal scheduling rehearsal logistics AV setups catering and other activities
• Collaborate with internal/external partners and vendors on visual asset production and onsite delivery assets (staging scenic graphics audio and other creative media components)
• Understand and uphold Gartners brand with all assets created
• Collaborate with the Business and Technology Insights team to support the Keynote delivery team in developing scripts and graphics for presentations at conferences globally
• Partner with and communicate with internal and external partners such as AV agencies creative agencies speaker/performance coaches writers etc.
• Oversee specific budget line items produce accurate monthly forecasts and manage invoices and expenses effectively
• Engage in the review and enhancement process through detailed documentation and reporting of attendee feedback wrap-up notes and debrief reports
• Build strong relationships with peers across all regions sharing best practices and driving process improvements within the global Production Experience team
• Manage multiple complex and concurrent projects
• Support internal/corporate events periodically as the calendar permits

Expected results:

• High attendee satisfaction scores for Keynotes
• Create a flawless experience for our speakers and analysts
• Build and maintain excellent working relationships
• Achievement of financial objectives
• Effective supplier and partner management
• Exceptional operational efficiency
• Extensive domestic and international travel will be required.

Experience Requirements:

• Bachelors degree or equivalent
• Minimum 2 years of experience in related field and industry
• Strong project management time management and organizational skills
• Knowledge of live conference production and content creation preferred - agency experience advantageous
• Strong executive presence and C-Level communication and project management experience desirable
• Excellent interpersonal written and oral communication skills
• Self-motivated collaborative passionate and solution oriented
• Curious and inquisitive creative and innovative
• Willingness to travel

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