Meetings & Events Planner (Hybrid, Columbia SC)

Agfirst Farm Credit Bank - Columbia, SC

Full-time - Mid Level

Columbia, SC

Personal and Laundry Services

About the position

As a Meetings and Events Planner at AgFirst Farm Credit Bank, you will play a crucial role in the planning, coordination, and execution of various meetings, conferences, and special events for AgFirst and its affiliated Associations. This position offers a unique opportunity to be part of a dynamic team that is dedicated to delivering high-quality events that meet the needs of our stakeholders. Your responsibilities will include gathering event requirements, guiding meeting sponsors through the planning and decision-making phases, and managing all logistical aspects of the events. You will be involved in site proposals, site selection, contract negotiations with third-party vendors, and ensuring that all marketing requirements and communications are met. Additionally, you will oversee the execution of meeting logistics, which encompasses design, technical delivery, and the overall value proposition of the events. In this role, you will also assist in coordinating the event budget, handling billing, and reconciling expenses to ensure that all financial aspects of the events are managed effectively. You will meet with meeting sponsors to determine program requirements and develop an overall event plan, budget, and responsibility/timeline matrix. Securing proposals for event locations and accommodations will be part of your duties, as well as facilitating the decision-making process with purchasing and meeting sponsors. Regularly scheduled customer meetings will be essential to maintain alignment with requirements, meeting objectives, and budgetary variances. You will manage event timelines and ensure effective communication regarding event progress, as well as coordinate customer invitations, registration processes, and post-event evaluations. Your attention to detail will be critical as you coordinate and ensure the appropriateness of all event plan details, including room and facility layout, equipment, menus and catering, themed décor, signage, ground transportation, off-site recreation, printed materials, event security, and speakers or entertainers. This position requires a proactive approach to problem-solving and creative thinking, as well as the ability to listen and incorporate new information and viewpoints into the planning process.

Responsibilities

• Meets with meeting sponsors to determine program requirements.
• Develops overall event plan, budget, and responsibility/timeline matrix.
• Secures proposals for event locations and accommodations.
• Facilitates the decision-making process with purchasing and meeting sponsors.
• Facilitates regularly scheduled customer meetings to maintain alignment with requirements, meeting objectives, and budgetary variances.
• Manages event timelines and responsibility matrix.
• Manages communications regarding event progress.
• Coordinates customer invitations, advance and on-site registration processes, and post-event follow-up evaluations.
• Coordinates and ensures appropriateness of all event plan details such as room/facility layout, equipment, menus/catering, themed décor, signage, ground transportation, off-site recreation, printed materials, event security, and speakers/entertainers.

Requirements

• Education and/or experience equivalent to an Associate Degree in Business.
• Three years of meeting planning experience.
• Ability to execute multiple events simultaneously following basic project management guidelines.
• Excellent team player with strong interpersonal skills and the ability to collaborate effectively with customers, project managers, Bank and Association management teams.
• Must be attentive to detail and work well under pressure.
• Flexibility in approach to problem solving and creative thinking.
• Ability to listen and incorporate new information/viewpoints.