Job Description

Overview

We are seeking an experienced Event Planner on a contract basis to lead the planning and execution of an internal leadership development conference. The contractor will oversee logistics, vendors, design elements, onsite experience, and production for a live, in‑person event taking place in May.

This role requires a highly organized, proactive professional who is comfortable working with senior leaders, managing multiple workstreams, and driving end‑to‑end execution with minimal oversight.

Scope of Work & Responsibilities

Planning & Logistics

• Lead full planning lifecycle for a multi‑day internal leadership development event (up to 200 attendees).
• Coordinate venue management, room layouts, AV needs, catering, décor, print materials, and transportation.
• Manage registration processes, attendee communications, and special accommodations.
• Conduct walkthroughs, vendor meetings, and coordination sessions onsite in Irving, TX.

Program & Content Support

• Partner with internal stakeholders to shape agenda flow and session experience design.
• Support creation of graphic design elements for event assets (agendas, signage, badges, digital graphics, slide templates).
• Build run‑of‑show materials, scripts, speaker briefings, and stage management plans.
• Coordinate presentation materials and oversee AV tech checks.

Vendor & Budget Management

• Source, negotiate, and manage vendors (catering, printing, transportation).
• Estimate, track, and reconcile budgets in partnership with internal leads.
• Ensure all deliverables meet timelines, quality standards, and brand expectations.

Onsite Execution (May and potential other dates)

• Serve as the event’s onsite lead, managing setup, registration, transitions, and vendor oversight.
• Troubleshoot issues in real time and ensure a seamless attendee experience.
• Manage event timing, production cues, and speaker flow.

Post‑Event

• Support survey distribution, feedback consolidation, and lessons learned.
• Provide final budget reconciliation and close‑out documentation.

Required Experience

• 3–5+ years of corporate event planning or conference management experience (internal or external).
• Demonstrated ability to run events end‑to‑end with minimal direction.
• Strong project management skills with comfort managing multiple workstreams and deadlines.
• Experience working directly with executives and senior leadership teams.
• Proficiency with Microsoft 365 and common event planning platforms.
• Ability to work onsite in Irving, TX for key meetings and full event execution.

Preferred Skills

• Experience planning executive‑level programs or leadership development events.
• Familiarity with hybrid or virtual event technologies (Teams, AV systems).
• Experience designing branded content and visual storytelling for senior audiences, following brand guidelines for visual consistency.
• Background in communications, corporate events, organizational development, or HR.

Key Attributes

• Highly detail‑oriented
• Excellent communicator
• Calm under pressure and solution‑oriented
• Strong stakeholder management
• Creative and experience‑driven
• Able to work independently and drive clarity

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