Event Planner

For more than a century, LIMRA and LOMA have served as the largest trade association supporting the insurance and related financial services industry. Today, we're working with over 700 member companies around the world to help them understand industry trends, inform their strategies, develop their talent, and create solutions that advance the industry. Companies come to us because no other organization is in a better position to help them understand their customers, markets, distribution channels, and competitors. Leading life insurance and financial services organizations around the world rely on their membership for one simple reason – they can make bottom-line decisions with greater confidence.

As an employer, we believe that greatness is built from the inside out. It is created by individuals who share common goals, and who support and rely on one another to achieve them. Our core values (Integrity, Customer Focus, Adaptability, Respect and Excellence) guide us in how we treat, respond to and interact with our customers, and one another. We do our best to support our employees in making the most of their lives both inside and outside of work.

We are looking for a successful and enthusiastic Event Planner to produce events from conception through to completion. Event planning responsibilities include providing outstanding customer service and organizing memorable events that meet quality expectations.

RESPONSIBILITIES:
Manage all aspects of an event from pre-planning, determining resource needs, pre-event marketing, and on-site coordination, to post event follow up

• Event planning, design and production while managing all project delivery elements within time limits
• Liaise with clients to identify their needs and to ensure customer satisfaction
• Develop effective and collaborative relationships with internal and external stakeholders
• Provide feedback and periodic reports to stakeholders
• Propose ideas to improve provided services and event quality
• Create and submit RFP for varied services
• Manage and reconcile the budget for each convening connection
• Ensure business impact is measured pre, during and post and reflected within required monthly reporting
• Ensure compliance with insurance, legal, health and safety obligations
• Assist in site and vendor selection and negotiating the best possible rates and terms
• Hotel/venue site visits when needed to evaluate the property and meeting space
• Direct contact for contracted hotel/venue
• Conduct market research, gather information and negotiate contracts prior to closing any deals
• Develop and source RFPs for suppliers and vendors required for assigned conferences
• Compile, analyze, recommend, and manage all RFPs
• Create Resume function sheets for hotel and review and approve corresponding BEOs
• Manage all vendor relationships associated with the event
• Book hotel rooms for VIP's and Speakers
• Actively participate in conference planning meetings
• Supervise staff at events, assign duties, and provide general direction
• Collaborate with third party AV Company, In-house multi-media team and coordinators on their respective duties
• Set-up and manage meeting room assignments, floor plans and room sets
• Set-up and manage all aspects of housing, including, reservations, room blocks, attrition management and weekly reporting
• Organize facilities and manage all event's details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc. Responsible for all onsite logistics management including setting pre cons, managing food and beverage, room sets, sponsor sets, etc.
• Order supplies needed for events and ensure items arrive in a timely fashion
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day
• Maintain knowledge of the events industry, identify event opportunities and generate interest internally to continuously elevate events
• Partner with marketing and PR to promote and publicize event
• Conduct post-event data and strategic analysis to inform future events

Qualifications and Requirements:

• Bachelor's degree (preferably in Hospitality Management, Marketing, Business, or Communications)
• 2 - 3 years' experience planning and executing events of varying sizes
• Previous experience managing multiple conferences (up to 5) per year
• Ability to manage external vendor resources and relationships
• Strong attention to detail
• Strong event production and event design acumen
• Excellent time management and communication skills
• Ability to communicate well with Executive audiences
• Strong meeting facilitation ability
• Ability to tie experience to business purpose and goals to support the demand generation and pipeline for varied business units
• Ability to multi-task and adapt to changing priorities and duties
• Travel to budget approved conferences required. Varies by assigned conferences and includes weekends. Estimated six conferences or more
• Familiar with hotel practices and possess overall knowledge of the hotel industry
• Proficiency with the Microsoft Suite, including Word, Excel, PDF and PowerPoint
• Ability to work in a fast-paced, multi-project environment, producing quality outcomes while ensuring all deadlines are met
• Possesses exceptional organizational and interpersonal communication (written and oral) skills
• Self-motivated, able to work both independently, and in a team environment
• Takes initiative and has willingness to take ownership for assigned work
• Strong work ethic with enthusiasm for learning all aspects of planning and executing conferences
• Willingness to identify ways to adapt and improve outcomes that encourage greater efficiency before, during and after conferences

Additional Considerations:

• Previous experience with an association conference department a plus
• Professional attitude and appearance
• Able to stand and walk for extended periods

We are an Equal Opportunity employer and do not discriminate on the basis of race, ancestry, color, religion, sex, age, marital status, sexual orientation, national origin, medical condition, disability, veteran status, or any other basis protected by law.

This Employer Participates in E-Verify. See the E-Verify notices.

Este Empleador Participa en E-Verify. Ver el E-Verify avisos.