Event Planner

REPORTS TO: VP, External Relations

POSITION LOCATION: Remote, Must be willing to travel

EMPLOYMENT STATUS: Full-Time/Salaried/Exempt

The Event Planner is responsible for planning, coordinating, and executing Live Action hosted and sponsored events. They work closely with partners, vendors, and team members to ensure that events meet or exceed expectations.

The Event Planner must be passionately dedicated to Live Action’s mission and must be inspired to do the best work of her/his life. This position offers the potential for growth and the opportunity to be part of a dynamic, growing, and highly productive team. 

The Event Planner’s responsibilities include, but are not limited to:

Administrative Duties

• Create presentations for Event planning activities to share progress for all upcoming events.
• Provides data entry into project management tools such as Monday, event registration in CVent, and Google Drive platforms for all events to ensure streamlined communication.
• Assist as needed with sponsored event tasks, including but not limited to outreach, registration, coordination, and event booth inventory. 
• Lead event tasks between vendors, including but not limited to ordering supplies, scheduling site visits, providing quotes, creating internal and external timelines, and communicating them to key players.
• Responsible for sourcing new event locations such as hotels, and event venues, and establishing new vendor relationships such as production and decor companies.
• Leads budget sheets on all events with a focus on cost-saving ideas. Must provide a review of budget pre- and post-events.
• Book travel for attendees and speakers as needed
• Help create and/or update CADs for all events
• Be able to creatively and artfully choose F&B menus for the right audience & occasion
• Provide research and recommendations for event activities for the right audience & occasion. 
• Willing to learn and use negotiation skills for contract review and discussions. 

On-Site Event Duties

• Assist with vendor check-in
• Provide printed deliverables to all necessary parties
• Assist team with event setup, on-site travel coordination, hotel check-in, guest event check-in and swag 
• Assist with the program, i.e. speaker coordination in green room, AV team coordination, etc., 
• Assist with tear-down after events
• Coordinate return shipping of all swag and unused print items 
• Attend upcoming sponsored booth events and assist with setup, manning booth, and tear down. 
• Be available early and stay late to answer questions, provide solutions to challenges that may arise, and ensure a successful event. 

Minimum Qualifications:

• At least 2 years of work experience assisting with medium to large-scale events
• Data entry experience
• CVent or similar certification
• High comfort level interfacing with guests, donors, and vendors
• Excellent interpersonal and written communication skills 
• Flexible and adaptable
• Strong attention to detail
• Proficiency in Google Suite including Slides
• Quick study in new software platforms, i.e project management platforms
• Willingness to work remotely with regular virtual meetings with supervisor and team members
• Willingness to travel, as needed, to 3+ events within the continental U.S. 

Preferred Qualifications:

• Event planning experience 
• Hospitality experience for a restaurant or hotel 
• Non-profit volunteer experience 
• Project management software experience
• Experience scheduling or booking meetings via Zoom and Google Suite