Event Planner

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Our client, a professional services firm located in Midtown, Manhattan is looking for a Temporary Event Planner to join their team for a maternity leave coverage. This position will start in mid-June and last for 7 months with flexibility to extend. This role will operate on a hybrid schedule with flexibility to be in office based on team needs. Hours are 9:00am-6:00pm with flexibility for events and travel. Compensation is up to $52/hour DOE.

Responsibilities:

• Serve as the lead project manager for events from initial creative design and pre-planning stages through on-site execution. Can also step in for other events to support another planner.
• Research, conduct RFPs, and recommend appropriate venues for events, including hotels and resorts, restaurants, bar/lounges, and special event spaces.
• Conduct site visits and site inspections of potential event properties, if needed.
• Prepare PowerPoint visual presentations and/or cost-comparison spreadsheets of venue recommendations, when requested.
• Demonstrate expertise in negotiating contracts to secure favorable rates, terms, and concessions. Work closely with department head and legal counsel to ensure the firm is contractually and financially protected in all agreements.
• Manage the logistics during the event planning process, including: event timelines, attendee communications/invitations, registration/RSVPs, hotel room block, list management, transportation, food and beverage, function space allocation and room set-ups, speaker coordination, AV equipment, print production and handouts, CLE (Continuing Legal Education) credit coordination, off-site activities, giveaways, shipping, branding, and on-site set-up and supervision.
• Design exceptional attendee experiences for high-end client receptions and dinners, including restaurant buyouts and use of private dining rooms, menu selection with wine pairings, room set-up, floral arrangements, seating assignments, and attendee gifts. Work closely with head chefs, wine sommeliers, and restaurant staffs.
• Develop and manage event budgets, track expenses during planning process, review and process vendor invoices and wire transfers, and conduct post-event budget reconciliation.
• Maintain a detailed electronic filing system for all events.
• Establish and cultivate strong relationships with hotels, restaurants, and other third-party providers. Keep abreast of new restaurant openings as well as changes in restaurant ratings or head chefs.
• Support the department head in developing ways to streamline the event planning process, standardize budget tracking and control expenses, leverage event technology, enhance recordkeeping, analyze event success, and improve attendee experience.
• Identify and incorporate industry best practices into our planning process in an effort to continuously improve our productivity and effectiveness.

Qualifications:

• Bachelor’s degree and 5+ years of experience in meetings and events management
• Professional services firm or financial services experience is a plus
• Experience working with domestic venues, international experience is a plus
• Expertise in negotiation and hotel/restaurant contracting
• Expertise in food, wine, travel, and hospitality services
• Extensive experience in planning high-end dinners at top restaurants with a strong knowledge of leading restaurants, chefs and sommeliers
• A strong relationship with hotel industry and experience with conferences
• A demonstrated ability to make recommendations and influence senior executives and decision makers
• Certified Meeting Professional (CMP) designation is a plus.
• An active participant/networker in the event management industry. A member of MPI, PCMA, or other associations for event professionals is desirable.
• Advances skills in MS Office required
• Budgeting/cost tracking experience required
• InterAction or other CRM experience required
• Ability to travel up to 25%

A1459546NY-Temp_1779199735

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