Location: Randolph,VT, USA
Are you an event planner that enjoys blending creativity with organization? Are you effective at bringing people together for a common goal? Can you get in the nitty gritty details while also seeing the big picture? If you answered, yes, yes and yes, then we want to hear from you. We are expanding our marketing events team and looking for an event manager ready to lead.
The Event Planner will be part of the Integrated Products Division's marketing team and report to the Event Manager. The Event Planner will provide logistics support and coordination for ARA's annual conferences, as well as support for various marketing tradeshow events. Due to the nature of work, this position can be based in Randolph, Vermont, Greenville, South Carolina, Sterling Heights, Michigan, or fully remote. This is an exciting opportunity to make an immediate and long-term impact on a growing team.
* What you'll do as an Event Planner
* Function as a project manager and logistics lead for ARA's annual conferences under the direction of the Director of Corporate Operations and the Committee Chairperson. Includes:
* Working with consultant and Committee Chairperson to investigate and secure contract with hotel (event location and accommodations).
* Organize committee meetings, track action items, and assist with communications.
* Coordinate meeting space, training spaces, awards banquet space, etc.
* Works with hotel staff and others to address ground transportation, space, AV, and exhibit needs.
* Assist with hotel accommodations, meal selections, etc.
* Work with others on event committee to ensure a smooth event.
* Support various marketing tradeshow events for ARA divisions. Includes:
* Confirm reservations, registrations and manage itineraries.
* Develop and issue client/supplier contracts, submit RFP's, secure meeting space, research and create budgets for proposals.
* Handle all participants regarding event specifications, RFP's, registrations, confirmations, cancellations, schedules, and cost summaries.
* Deliver on-site execution and conduct post-event surveys.
* Oversee arrangements for event production and on-site technology.
* Coordinate all travel/ transportation for group/hotel reservations, sales meetings/expense reimbursements.
* Develop agenda and itinerary, organize and procure all speaker biographies and materials and logistics for successful program execution.
* Negotiate logistics and entertainment for VIP, and guest special events as well as contract arrangements for breakout sessions.
* Provide creative support and assistance by researching and understand their needs for the event: staffing, meeting rooms, ballrooms, hospitality suites, hotel rooms, catering, signage, security, display areas, site- checks
* Ensure events meet legal, safety, and health requirements and regulations; obtain the proper permits from fire/ health departments.
* Coordinate registration process.
* Keep current lists of available venues/ services with pricing options.
* Event Planner Requirements
* 5+ years of corporate event planning experience
* Experience negotiating contracts with vendors, suppliers and clients
* Adept at basic accounting and budgeting
* Excellent communication, organizational skills, time management, and attention to detail
* Ability to handle pressure and make good decisions quickly
* Event Planner Preferences
* Event management training and/or certifications
* Experience managing events for Department of Defense contractor
Company & Division Information
Applied Research Associates, Inc. (ARA) was founded in 1979 with a clear purpose in mind: to create an environment in which highly skilled professionals can pursue their passions while offering innovative solutions to complex problems of global importance. The purpose and mission upon which ARA was originally founded have remained constant as we chart the course for our future.