Sr. Conference Planner

ACT Consulting has an immediate need for a Sr. Conference Planner role with our direct client, an analytic and data research company.
Please take a moment to review the job description. If this is something you are interested in, please send a copy of your resume to [email protected] or contact us at 203-302-0562 for additional details.
ACT Consulting is a U.S. owned and operated staffing company providing our clients with candidates on a national basis for contract, contract to hire, and direct hire engagements. Our clients are comprised mostly of Fortune 1000 companies, primarily in the areas of Information Technology, Engineering, Professional, Accounting and Finance
Job Title: Sr. Conference Planner
Job Location: Irving, TX (Needs to be onsite)
Contract Length: 6-12 months
Pay: 31 per hour on w2 only
Description:
Ensuring the successful installation and execution of all Deco/Exhibit at Evanta Summit events. This role is responsible for pre-production, on-site & post-production responsibilities, in addition to continuous growth and development that will trigger ideas on smart innovations for workflow processes and event execution, which will elevate the attendee experience. The role serves as the main deco point of contact for the Evanta Conferences team staff, freelanced/contracted event Project Managers to service each event, facility contacts, equipment vendors & client partners. Partners with the Technical Production Lead (in charge of AV and warehouse) and the Manager to ensure that all deco equipment in the Evanta warehouse is properly organized and tracked, and then loading/unloading unto the trucks for shipment to events. Expected to work from the Evanta warehouse 5 days a week QC and coordinate end-of-season inventory. There will be some travel expectations to Evanta summits in addition to leading some virtual Evanta offering on Webex. Covid vaccination required.
Onsite Project Management
Travel to event cities
Set-up/tear down sponsor pavilions
Manage onsite set-up crew
Manage/execute all day-of event Deco
Logistics
• Create Decorator budget
• Create travel timelines
o Amount of events
o Location
o Date/time
• Execute pre-production work for every event
o Gather hotel information
 Floor layout
 Dimensions
o Create 3D diagrams of hotels to ensure that all equipment will fit
• Quality control onsite digital registration and session signage prior to summit
• Track and record internal and external post-conference logistic feedback
Data management
• Manage Box account
o Upload new documents
o Keep files organized/updated
• Manage content files
o Prepare content files for show day
• Maintain files up-to-date
Inventory/Warehouse office management
• Track decorator Inventory
o Amount of sets
o Enter serial numbers of equipment into flow sheet
o Location of all equipment
o Test and Q/C all decorator equipment
• Maintain decorator Flex Rental Solutions software
• Create and maintain inventory QC checklist
o Send to operations for repairs/replacement
• Order Inventory
• Assist with Truck load/unload
Pre-Event Project management
• Create timelines for each project/event
• Update and utilize timelines per project/event
• Define scope, deliverables and resource needs for requested projects
o Seek approval
o Registration
o Marketing
Education & Experience
• Bachelor’s degree preferred, High School Diploma or Equivalent with relevant work experience required
• 3-5 or more years supervisory experience managing employees, budgets, and operations