Job Information
Dairy Farmers of America Event & Experience Senior Planner in Kansas City, Kansas
Position : Event & Experience Senior Planner
Location : Kansas City, Kansas
Requisition ID: : 27460
Plan, coordinate, and execute logistical aspects of in-person, virtual, and hybrid events of various sizes across the Cooperative while working within established budgets and company policies and procedures. Deliver an unparalleled brand experience for attendees, including our farmer owners, employees, customers, consumers, and more. Develop and support relationships with internal business leaders that enable a deep understanding of business needs. Translate those needs and consider how audiences of events and experiences translate into specific and customized solutions that build customer relationships, brand reputation, employee engagement, consumer advocates, member affinity, and more. Partner with communications, creative, and marketing teams to develop, update, organize, and order various event or experience communications. Must have understanding of Cvent capabilities.
Job Duties and Responsibilities
Manage communications with business partners to determine objectives and requirements for events
Serve as point person for local headquarter meetings and events
Research and plan event spaces, branding, event security (as required), special needs requirements, offsite venues, onsite activities, meals, equipment or props, appropriate accommodations, and other logistics using RFPs, site visits, and other evaluation criteria to determine options that align to the event and experience
Manage and organize logistics with respect to speakers, entertainment, transportation, facilities, technology, equipment, logistical requirements, printing, food and beverage, and other related issues
Maintain accurate and updated data related to guest list, travel logistics, room blocks, and other items
Coordinate invitation solicitations, advanced and onsite registration through Cvent, and post-event follow-up and evaluations. Compile summaries of total event costs, audience profiles, and attendees' comments
Utilize various technology systems and software to support meeting planning end-to-end process, to include but not limited to, Cvent, Socio, Passkey, and Webex
Lead the setup, configuration, and management of events within the Cvent platform
Proficiency in configuring event registration forms and attendee management within the Cvent platform.
Design, customize, and manage multiple event registration websites using Cvent Event Management Software tool on a daily basis
Maintain best practices in event management
Compile project plans which summarize costs, event times, attendance numbers, equipment needs, catering, and other related details. Reconcile event-related expenses to budget in a timely manner
Support setting and execution of event goals and KPIs. Support measuring effectiveness and make recommendations for optimization plans based on key learnings. Conduct actionable post-event evaluations to determine how future events could be improved
Confer with staff at a chosen event site to direct and coordinate details
Inspect event facilities to ensure that they conform to event requirements
Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise
Assist with the development of agendas that support the Cooperative or the business need
Partner with businesses and internal communications and creative team to develop, update, organize, and/or order various meeting communications, including agendas, schedule of events, signage/displays, invite and confirmation letters, and meeting materials
Communicate with staff and team members to ensure a successful event
Manage multiple deadlines with each event and make decisions based on the needs and objectives of the event
Use various technology systems and software to support meeting planning end-to-end process
The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required
Education and Experience
Undergraduate degree in business, communications, event or hospitality management, or related curriculum (or equivalent combination of experience and education)
4 to 6 years of advancing meeting and event coordination/planning or related experience
Certification and/or License – Certified Meeting Professional (CMP) or Certified Meeting Manager (CMM) preferred
Cvent event management proficiency required -- Cvent Certified Event Management and/or Account Administrator and/or System Administrator preferred
Passkey software experience preferred
Knowledge, Skills, and Abilities
Must be willing to travel 15-25%
Strong proficiency with Microsoft Office Suite and company computer systems
Strong negotiation skills and sense of urgency
Able to independently manage several projects at one time and meet deadlines
Able to demonstrate flexibility in planning, organizing, and multi-tasking in a fast-paced, dynamic environment
Able to handle challenging or conflict situations with tact and professionalism
Ability to manage multiple events simultaneously
Able to project a professional image
Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
Able to interact positively and work effectively with others (interpersonal skills)
Able to think creatively and problem solve
Able to be proactive, reliable, and resourceful
Able to work with accuracy and attention to detail
Able to be self-motivated
Able to work independently and as part of a team
Able to communicate clearly and effectively, both verbally and in writing, for a diverse range of internal and external audiences
Must be able to read, write and speak English
An Equal Opportunity Employer