Conference and Event Planner

The Conference and Event Planner is a key player in planning, organizing, and executing marketing events, virtual events, EBSCO Days and other events across North America. This role involves supporting various events to align them with our marketing goals, effectively promoting our company’s brand, products, and services, and engaging our target audience to generate leads.

This remote position is U.S.-based only (excluding U.S. territories)

• Assist in planning and executing events with internal and external teams
• Support event logistics, including venue selection, catering, transportation, and accommodations
• Help coordinate event schedules, sessions, and activities
• Ensure a smooth registration process for attendees
• Track and evaluate event activities
• Assist in developing and managing event budgets
• Help negotiate contracts with vendors and service providers
• Support post-event evaluations to identify areas for improvement
• Communicate event details and updates with stakeholders

Your Team

You will be welcomed as a member of the national conference and events team, which is a part of the SaaS Marketing and National Conferences & Events team. It is made up of four conference and events planners (including this role) and reports to the Director, SaaS Marketing and National Conferences & Events. The team is a collaborative group that enjoys working with stakeholders in Marketing, Sales and Product Management to create meaningful in-person experiences for our staff and our customers.

• 2+ years of experience in planning and executing conferences and events, virtual and in person
• Project management skills from idea formation through implementation
• Willingness to travel for events, including overnight trips (up to 25%)
• Basic knowledge of industry practices and a commitment to continuous learning

What sets you apart

• Motivated, results-driven, and able to prioritize team efforts efficiently
• Excellent customer service and problem-solving skills
• Strong oral, written, interpersonal, and organizational skills
• Proficiency in event management software and tools
• Technical aptitude related to meeting planning and hosting technologies

Physical Requirements

• Sitting and Standing: Event planners often spend extended periods sitting at desks while coordinating logistics, managing budgets, and communicating with stakeholders. Additionally, during events, they may need to stand for long hours to oversee operations.
• Lifting: This role requires the lifting and carrying of heavy boxes at events. Event planners are expected to help set up at smaller events, including boxing and unboxing event supplies and setting up tables, booths, etc.
• Attendance at Events: As an event planner, being physically present at events is essential. This requirement involves being on-site during conferences, meetings, and other gatherings. It may also involve early mornings, evenings, and weekends, depending on the event schedule.
• Travel: Event planners often travel to various locations for conferences, trade shows, and other events. The willingness to travel, including overnight trips (up to 25%), is typically expected.