Aline is seeking a dynamic and detail-oriented Conference and Events Specialist to plan, coordinate, and execute all aspects of company events, conferences, and trade shows. This role requires a strategic thinker with strong organizational skills to ensure seamless event execution and exceptional attendee experiences.
Key Responsibilities:
- Plan and manage all aspects of internal events, such as sales kickoffs, and external conferences (15+ annually).
- Develop event concepts and themes aligned with company goals and brand image.
- Coordinate logistics including venue selection, catering, transportation, and accommodation.
- Collaborate with marketing to ensure consistent messaging and promotion.
- Manage event budgets, ensuring cost-effective solutions and financial oversight.
- Negotiate contracts with vendors, suppliers, and sponsors.
- Supervise event setup, execution, and teardown.
- Evaluate event success through feedback and post-event analysis.
Day to Day Responsibilities:
1. Event Planning:
- Conduct research to identify new event opportunities and venues.
- Develop detailed timelines and budget tracking for internal events.
- Coordinate with internal teams to gather event requirements and specifications.
- Schedule and conduct regular planning meetings with stakeholders.
2. Logistics Coordination:
- Handle all logistical aspects of events, including travel arrangements, accommodations, and on-site support.
- Manage event registration and attendee tracking systems.
- Ensure all necessary equipment and materials are available and set up properly.
3. Vendor Management:
- Source and liaise with external vendors for catering, audio-visual equipment, decorations, and other services.
- Negotiate contracts and agreements with vendors to secure favorable terms.
- Monitor vendor performance and ensure compliance with agreements.
4. Marketing Collaboration:
- Work closely with the marketing team to develop promotional materials and campaigns for events.
- Ensure consistent branding and messaging across all event-related communications.
- Assist in distributing event invitations and promotional content.
5. On-Site Event Management:
- Oversee the setup, execution, and teardown of events.
- Ensure all events run smoothly and address any issues that arise promptly.
- Coordinate with staff and volunteers to ensure roles and responsibilities are clearly defined.
6. Post-Event Analysis:
- Collect and analyze feedback from attendees, vendors, and internal stakeholders.
- Prepare detailed post-event reports, including financial summaries and lessons learned.
- Implement improvements for future events based on feedback and analysis.
Qualifications:
- Bachelor’s degree in Event Management, Hospitality, Marketing, or related field.
- 3+ years of experience in event planning and management.
- Excellent project management and organizational skills.
- Strong communication and negotiation abilities.
- Ability to meet tight deadlines.
- Flexibility to travel up to 25% of the time.
For this position, Aline is currently seeking candidates who live and work in one of the following states: Alabama, Arizona, Colorado, Florida, Georgia, Indiana, Kentucky, Missouri, or Texas.