Event Planner, Events and Programming

The Heritage Foundation - Washington, DC

Full-time - Mid Level

Washington, DC

Ambulatory Health Care Services

About the position

The Event Planner for Events and Programming at The Heritage Foundation plays a crucial role in supporting the Events and Programming team to deliver exceptional event experiences that align with the organization's strategic priorities. This position is responsible for managing the entire lifecycle of various events, which includes high-level roundtables, public programs, donor gatherings, and multi-day conferences across the country. The Event Planner will work closely with internal and external partners to ensure that all planning activities are aligned with the mission and objectives of The Heritage Foundation. The Event Planner will formulate event strategies by collaborating effectively with various stakeholders, regularly assessing existing event components, and providing creative solutions for new event concepts. The role involves seamless planning and execution of logistics, including coordinating high-profile speakers, managing venue logistics, overseeing audio-visual production, and ensuring security protocols are in place. Additionally, the Event Planner will support and oversee junior staff members, propose new ideas to enhance event planning processes, and ensure that all events uphold the organization's standards of excellence. In terms of communication, the Event Planner will develop and edit marketing materials that effectively capture and communicate The Heritage Foundation's mission. They will also conduct post-event evaluations to advise stakeholders on resource utilization and future strategies. Budget management is another critical aspect of this role, requiring the Event Planner to monitor expenses, process invoices, and generate reports to ensure adherence to established budgets. The position also involves providing cross-functional support within the Events & Programming team and seeking out professional development opportunities to stay informed on industry best practices and trends.

Responsibilities

• Manage the entire lifecycle of events, including strategy formulation, logistics, promotion, onsite production, and post-event analysis.
• Communicate and collaborate with internal and external partners on multiple projects to align planning activities with organizational objectives.
• Plan and execute program logistics, coordinate high-profile speakers, and manage venue logistics and vendor relationships.
• Research venues and vendors, draft RFPs, negotiate contracts, and conduct site visits to ensure quality standards are met.
• Craft speaker invitation letters, conduct outreach, and maintain communication with speakers and internal partners.
• Develop and edit event marketing materials, including invitations, programs, and online presence.
• Conduct after-action reviews and compile post-event reports to advise stakeholders on resource utilization and future strategies.
• Submit expense reports, process invoices, and monitor event budgets to ensure cost-effective decisions are made.
• Provide cross-functional support across the Events & Programming team as needed.
• Seek continuing education on event management best practices and stay informed on current events and policy updates.

Requirements

• Bachelor's Degree in a relevant field.
• 3-5 years of experience in event management.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Suite and ability to master new software; experience with event registration platforms preferred.
• Strong critical thinking skills and ability to handle emergency situations with sound judgment.
• Excellent organizational skills and attention to detail; ability to manage multiple projects and set priorities.
• Exceptional teamwork and customer service skills.

Nice-to-haves

• Experience with donor management software.
• Knowledge of current events and policy priorities to suggest new programming ideas.