Senior Corporate Event Planner

Tyler Technologies - Yarmouth, ME

Full-time - Senior

Yarmouth, ME

Professional, Scientific, and Technical Services

About the position

Tyler Technologies is seeking a Senior Corporate Event Planner to join our Event Experience team. This pivotal role involves collaborating with division and corporate management to lead the planning and execution of both external client and internal staff meetings. The primary focus of this position is to oversee Tyler's largest event, Tyler Connect, ensuring that it is executed flawlessly and provides a memorable experience for all attendees. The Senior Event Planner will be responsible for managing the planning efforts while adhering to a fiscally responsible budget, balancing the need for a high-quality experience with cost-effectiveness. The ideal candidate will possess strong negotiating, planning, and organizational skills, which are essential for managing complex scheduling and creating detailed project plans. This role requires the ability to analyze historical data and report on live and post-conference information, ensuring that all events align with the company's objectives and messaging. The Senior Event Planner must be adept at working both autonomously and as part of a team, representing Tyler Technologies in a professional manner at all times. In addition to the planning and execution of events, the Senior Event Planner will conduct negotiations for meeting spaces, audio-visual needs, and other event-related contracts. This position also involves extensive research and organization, requiring the ability to express information clearly in written formats. The Senior Event Planner will need to establish priorities, meet deadlines, and handle multiple tasks with a keen attention to detail. Adaptability is crucial, as the role may require making quick decisions in varying environments during events. The position also entails travel and extended hours during conferences, reflecting the dynamic nature of event planning.

Responsibilities

• Manage all aspects of user conferences and executive forums, secondary events, special seminars, and internal meetings.
• Perform site visits and evaluate potential venues to determine viability 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, decor, 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 brochures and registration materials, including web site.
• Manage and execute onsite functions: pre-conference planning visits, breakout logistics, technical logistics, food & beverage functions, 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 options.
• Assign employees and tasks.
• Procure nametags, gift bags, etc.
• Solicit feedback from clients.
• Research vendor/suppliers for new event ideas, products, or services.
• Administer Event Management Software, maintaining a solid working knowledge of the program.
• Define custom fields, contact types, registration paths, admission items, and 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 suppliers to get resolution.
• Analyze and create summary reports for executive overviews and event selection.

Requirements

• Strong negotiating skills and experience in event planning.
• Proven organizational skills with the ability to manage complex scheduling.
• Experience in analyzing historical data and reporting on event outcomes.
• Ability to convey company messages and objectives through events.
• Experience in working autonomously and as part of a team.
• Professional representation of the company in all interactions.
• Strong written communication skills for research and documentation.
• Ability to establish priorities and meet deadlines.
• Attention to detail while handling multiple tasks.
• Adaptability to different environments and quick decision-making during events.

Nice-to-haves

• Experience with Event Management Software administration.
• Familiarity with budgeting and financial management for events.
• Knowledge of industry trends and best practices in event planning.

Benefits

• Health insurance coverage.
• 401k retirement savings plan.
• Paid holidays and vacation time.
• Professional development opportunities.