CONFERENCE MANAGER, LOGISTICS

Description Role Purpose.
To support the EMEA logistics team in the delivery of Gartner’s must-attend global conference portfolio.
Responsible for the development, management and execution of various conference elements relating to logistics including overall conference management and VIP client experiences.
Primary Responsibilities.
Oversee all pieces of the conference planning process.
Support flawless delivery and superior attendee experiences across the portfolio of conferences.
Oversee operational delivery of all logistics elements across complex in-person conferences and VIP client experiences for Gartner’s premium clients, prospects and internal business units including project management, financial management (forecasting, expense management and reconciliation), staff planning and stakeholder management.
Effective project management including development of and leading the team to adhere to timelines and templates.
Venue management including but not limited to rooms, meeting facilities, F&B, meeting materials, A/V production.
Manage conference budgets with direct responsibility for all costs associated with logistics delivery, as well as the overall ownership for the conference budget; produce accurate monthly forecasts and manage expenses effectively.
Lead on cost negotiations, proposals, contracting and terms and conditions for suppliers.
Communication and collaboration across Conference Production cross-functional teams to ensure seamless delivery of first-class events and experiences, and awareness of event strategies.
Attend conferences as the onsite lead for in-person delivery including managing the production schedule, conference staff and liaising with agency partners and vendors.
With the support of the Senior Conference Manager lead key conference partners and team members (internal and external) to ensure successful conference execution; build and maintain good relationships by establishing trust and a working partnership.
As a member of the global conference operations team – build effective relationships with peers in all regions, take and share best practices and continuously raise the level of our conference.
Constantly evaluate the experience, feedback and results then implement changes accordingly.
Create detailed post-event analysis reports and event de-briefs for review with manager/operations leads.
Expected Results.
Achieve operational excellence and execute conferences on time, within budget and with great attention to detail.
Deliver flawless client experiences with high client satisfaction.
Build and maintain excellent working relationships, both internally and externally.
Quick results and ability to multi-task and stay ahead of deadlines.
New processes implemented that will help to improve operational efficiency of the team.
Key Contacts.
Internal Contacts Conference Financial & Future Planning, Program Management, Conferences Strategic Planning, Conference Business Solutions, Conference Exhibitor Operations, Conference Content, Creative Journey & Branding External Contacts Third party suppliers and contractors Education.
Bachelor’s Degree preferred Professional Experience.
5+ Years Event Management experience.
Proven event operational skills including production schedules, budget management and event staffing.
Project management and end-to-end event management experience on detailed programs with multiple variables and dependencies.
Proven experience in managing agency and vendor partners.
Proved experience in delivery to senior clients.
Proven people management experience.
Key Competencies/Knowledge, Skills and Abilities Strong interpersonal and relationship building skills especially with senior level professionals, cross-functionally and with agency partners.
Collaborative mindset.
Strong executive presence and confident decision maker.
Creative, innovative, and strategic thinker with a strong attention to detail.
Strong financial management skills.
Motivated team player with desire to learn and grow.
Excellent written/oral communication and presentations skills.
Demonstrated ability to adapt, implement and manage change and strive for continuous improvement.
Ability to thrive in high pressure situations.
Willingness to travel minimum 25% per year both regionally and internationally.
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