Corporate Event Planner

In partnership with division and corporate management, this position assumes a lead role in the planning and execution of Tyler’s annual user conferences, executive forums, corporate and client events, national trade shows, sales incentive trips, and other external client and internal staff meetings.

Conferences/forums and internal meetings require management by a person with strong negotiating, planning and organizational skills. Conferences and user group meetings are high visibility venues that leave a lasting and positive impression on Tyler’s client base as they provide clients with educational and networking opportunities. Internal meetings bring the geographically dispersed company together for collaboration and with proper planning; they maximize the impact and minimize the cost of such meetings. Planners must balance working within a fiscally responsible budget while providing a memorable and educational experience for all attendees, whether internal or external. Planning based on historical projections is the base for budgeting conferences and negotiating to the market conditions results in best value for Tyler.

The Event Planner must be able to:

Negotiate, plan, organize, communicate, execute and develop contingency plans

Create detailed plans for projects

Manage complex scheduling

Analyze and report on historical, live, and post conference information

Understand and convey company messages and objectives through hosting special events

Work autonomously and as part of a team

Represent Tyler Technologies in a professional manner

Conduct negotiations for meeting space, events, audio visual, etc. on behalf of Tyler Technologies (all contracts must be reviewed by the Manager, Event Operations)

Research, organize and express information in a written format

Establish Priorities and meet deadlines

Handle multiple tasks while paying close attention to details

Adapt to different environments while on-site that may require making quick, yet sound decisions

Travel and extended work hours during conferences

Responsibilities

Primary tasks include but are not limited to the following:

Perform site visits and evaluate potential venues to determine viability of properties and location for specific events

Negotiate meeting space, room rates, commission, food & beverage and concessions with properties

Research and contract entertainment options

Establish projected attendance, expenses and revenues, and submit a working budget

Develop strong relationships with industry resources

Define and coordinate detailed project plans for program content, documentation, themes, promotional collateral, templates, naming conventions, web sites, social media, 3rd party participation, registration process, communication process, meeting room logistics, general and opening sessions, décor, reporting, staff and travel, directional signage and banners, shipping logistics, room block management, onsite management, post event surveys, and post event review

Create content for registration materials, including event website, registration workflow, and event mobile app.

Manage and execute onsite functions: pre-conference planning visits, breakout logistics (room sets, room assignments, etc.), technical logistics (AV, internet, screens, phones, electrical, etc.), food & beverage functions (meals, breaks, private parties, receptions, etc.), security and lockdown, sponsorships and vendor logistics, transportation, onsite check-in, add-on meetings, arrival/departure logistics, etc.

Coordinate sponsorships and exhibitors

Select food and beverage

Assign employees and tasks

Procure nametags, gift bags etc.

Solicit feedback from clients

Research vendor/suppliers for new event ideas, products or services

Event Management Software Administration:

Develop and maintain solid working knowledge of program

Define custom fields, contact types, registration paths, admission items, optional items

Build, test, and deploy multiple diverse registration event paths

Manage content: graphics, documents, web links, surveys, badge templates, emails, payment structure

Reconfigure data for upload of classes and invitees

Create live reports and arrange paths for stakeholder access during events

Communicate all issues to supplier to get resolution

Analytical Reporting:

Analyze and create summary reports for executive overviews

Analyze and create summary reports on venues and meeting space for event selection

Analyze and report on-going variances to meeting budgets

Analyze and create summary report on budgetary items post event

Analyze historical conference data and make attendance projections based on same

Analyze projected attendance, costs and revenues

Analyze, establish schedules of events

Analyze and report on registration status and hotel pick-up for attendance trends/issues

Analyze and verify invoices for accuracy, seek resolutions as necessary

Qualifications

Bachelor’s degree in a related field or comparable work experience

Typically requires 5-9 years related work experience in a corporate, agency or hospitality industry environment

CMP (Certified Meeting Professional) designation preferred

DES (Digital Event Strategist) certification preferred

Travel to events on-site as needed

Excellent planning, organizing and problem-solving skills a must

Keen attention to detail

Effective communication and decision-making skills

Excellent people skills

Ability to work well in a large team environment