BETAH Associates is seeking a full-time Senior Event Planner to support a government client. We are looking for an individual with in-person, hybrid, and virtual meeting and conference planning experience. The position is hybrid with required on-site attendance at events and meetings as needed. The ability to work on-site in the DC metro area is a requirement.
Essential Duties & Responsibilities
Event Planning and Coordination:
Plan, organize, and execute large-scale events from inception to completion.
Develop event concepts, themes, and agendas in alignment with organizational goals.
Project Management:
Manage all aspects of event logistics, including venue selection, travel arrangements, and accommodations.
Create detailed project plans, timelines, and checklists to ensure seamless execution.
Budget Management:
Develop and manage event budgets, ensuring all expenses are tracked and controlled.
Provide regular financial reports and updates to stakeholders.
Vendor Management:
Identify, negotiate, and manage relationships with vendors, suppliers, and contractors.
Oversee contract negotiations and ensure all agreements are met.
Marketing and Promotion:
Develop and execute event marketing and promotion strategies to maximize attendance and engagement.
Utilize digital marketing tools and techniques to reach target audiences.
Stakeholder Engagement:
Liaise with clients, stakeholders, and internal teams to ensure event objectives are met.
Maintain clear and consistent communication throughout the event planning process.
On-site Event Management:
Oversee on-site event operations, including setup, execution, and teardown.
Ensure all events run smoothly and address any issues that arise promptly.
Quality Control:
Implement quality control measures to ensure high standards are maintained for all events.
Conduct post-event evaluations to gather feedback and identify areas for improvement.
Compliance and Safety:
Ensure all events comply with health and safety regulations and standards.
Develop and implement safety plans and protocols.
Team Leadership:
Lead and motivate a team of event planners and support staff.
Provide guidance and mentorship to junior team members.
Reporting and Documentation:
Prepare and deliver regular event reports and updates to senior management and stakeholders.
Maintain comprehensive documentation of all event planning activities and decisions.
Innovation and Best Practices:
Stay informed about emerging trends and best practices in event planning.
Integrate innovative approaches to enhance event experiences and outcomes.
Education and Experience
- Bachelor?s degree in Event Management, Hospitality, Business Administration, Marketing, or a related field.
- 7-10 years of experience in event planning and management, with a proven track record of organizing large-scale events.
- Experience working with government agencies or in the public sector (preferred).
- Strong project management skills, including the ability to manage multiple events simultaneously.
- Proficiency in event management software and tools (e.g., Cvent, Eventbrite).
- Extensive experience in budgeting, financial planning, and cost control for events.
- Proven ability to source, negotiate, and manage relationships with vendors, suppliers, and contractors.
- Exceptional verbal and written communication skills.
- Strong interpersonal skills, with the ability to build and maintain relationships with clients, stakeholders, and team members.
- Demonstrated creativity in event design and execution.
- Strong organizational skills and meticulous attention to detail.
- Excellent problem-solving and decision-making skills.
- Experience in developing and executing event marketing and promotion strategies.
- Knowledge of digital marketing tools and techniques to maximize event attendance and engagement.
- Strong logistics coordination skills, including venue selection, travel arrangements, and accommodation planning.
- Knowledge of health and safety regulations related to event planning and execution.
- Proven leadership skills with the ability to lead and motivate a team of event planners and support staff.
- Certified Meeting Professional (CMP) or other relevant event planning certifications (preferred).