JOB TITLE: Conferences and Events Planner

EMPLOYER: National Association of State Procurement Officials (NASPO)

DEPARTMENT: Conferences and Events

REPORTS TO: Chief Conferences and Events Officer

SALARY: $62,600-$73,550

SUMMARY: The National Association of State Procurement Officials (NASPO) is recruiting for a Conferences and Events Planner. This position works on a variety of large and small-scale strategic events and special projects that support NASPO’s mission, including but not limited to: NASPO’s Annual Conference, NASPO Exchange, REACH Conference, Executive Leadership Program, State Procurement Law Institute, State Training Coordinators Conference, Academic Forum, Supplier Summit, Incoming Leaders Meeting, Sourcing Team Meetings, and International Summit. The program formats include on-ground, virtual, and hybrid.
This position reports to the Chief Conferences and Events Officer. The primary role of this position is to source venues for conferences and events. The Conference and Events Planner (“planner”) will develop comprehensive Request for Proposals (RFPs) based on historical event data or needs assessments for new events, incorporating NASPO's concession list and addendum. Utilizing pick-up reports, the planner will determine appropriate room blocks and submit RFPs to the Convention and Visitors Bureau (CVB) and hotels of interest, employing CVENT or other suitable sourcing tools. Upon receiving proposals, the planner will review them to ensure acceptable dates and rates, request and analyze diagrams to confirm appropriate space, and provide options to the supervisor for approval, making recommendations on the best-fit properties. The planner will conduct virtual and onsite visits for all potential venues to ensure the hotel or venue is the most appropriate option to move forward with, considering the complete package of hotel location, executive suites, run-of-house sleeping rooms, meeting room space, and other relevant factors (i.e., safety and security ratings, distance from major airport(s), available flights and city pairs, nearby places of interest, etc.). Additionally, the planner will request contracts, complete NASPO's contract checklist, and verify the accuracy of all calculations within the contracts.
The secondary role of this position involves supporting the planning of all conference and event logistics, including but not limited to planning committee meetings, program agendas, keynote speaker research, session development, speaker and talent acquisition, communications plans, marketing and outreach videos, conference website and registration, lodging and facilities, food and beverage menus, charitable service projects, audio/visual support, staging and furniture, event technology, orders of business, presenter scripts, run of shows, slide shows and presentation templates, program apps, conference evaluations, offsite venues and transportation, procurement and contracts, and parking and security.
The ideal candidate for sourcing venues for conferences and events should combine practical experience in event management with specialized skills in venue sourcing, negotiation, and project management. This individual should also possess a customer-centric mindset and a passion for delivering high-quality event experiences through strategic venue selection and partnership management. This role requires exceptional communication, organizational, and project management
skills. The C&E Planner develops strong working relationships across the entire NASPO community in the conduct of this vital work.

DUTIES AND RESPONSIBILITIES:
• Details venue requirements using historical data and current needs assessment. Conducts comprehensive research to identify suitable venues based on event requirements, such as location, capacity, facilities, and budget. Utilizes online databases, venue directories, and industry contacts to compile a list of potential venues.
• Assesses venues and conducts site visits. Evaluates venues based on criteria like size, layout, accessibility, amenities (such as parking, catering options, technology infrastructure), and overall suitability for the event. Schedules and conducts site visits to shortlisted venues to assess their condition, ambiance, and appropriateness for the event.
• Coordinates with event planners and stakeholders. Collaborates closely with event planners and stakeholders to understand specific event needs and preferences. Provides regular updates on venue options and coordinates decision-making processes. Works with vendors and venue staff to plan logistics, such as space diagrams, seating arrangements, audio-visual equipment, catering, signage, and offsite activities and excursions.
• Negotiates with venue representatives on pricing, packages, and contractual terms. Identifies potential risks associated with chosen venues (e.g., technical issues, capacity limitations) and develops contingency plans to mitigate these risks. Reviews contracts thoroughly to ensure they cover all event requirements, including space allocation, dates, pricing, cancellation policies, and any special arrangements. Conducts contract briefings with the internal legal officer.
• Builds and maintains relationships with venue representatives, suppliers, and industry contacts. Leverages professional networks to secure favorable terms and access to preferred venues. Keep abreast of industry trends and innovations in event venues, technology, and services. Incorporates new ideas and best practices into venue-sourcing strategies.
• Prepares event planners for a comprehensive site visit for event execution. Coordinates with the venue manager to create a detailed itinerary for the site visit. Ensures availability of necessary personnel (e.g., venue staff, technical experts, decorators, catering chef, etc.). Plans sufficient time at the venue to explore all relevant areas and ask detailed questions.
• Briefs the onsite event planning team on the purpose and objectives of the site visit. Provides clear instructions on what to observe, inquire about, and document during the visit. Creates a template for capturing observations and taking notes during the site visit, including photography and videography to document key features of the venue.
• Handles all logistics for onsite event planners. Coordinates lodging, identifies transportation to/from the venue, confirms meal functions and offsite excursions, and ensures all necessary permissions and clearances are obtained for a thorough and productive site visit.
• Manages event planning committees and subcommittees, including compiling and distributing meeting schedules; creating planning meeting agendas and supporting documents; taking meeting notes that capture discussions, outcomes, and action items; scheduling conference calls, webinars, and meeting space; making telecommunications and logistical arrangements.
• Plans and executes all conference and event logistics, including but not limited to venues, caterers, speakers and talent, exhibitors/vendors, security, technical equipment, offsite
activities, transportation, lighting and staging, furniture and decorations, marketing and outreach content, and program materials. • Collaborates with the Professional Development (ProD) unit in conference program development and design. Prepares speaker confirmation letters outlining the timeline for deliverables (i.e., photo, PPT presentations, supporting materials, registration, etc.). Throughout the planning process, follow up with speakers to ensure speakers meet established due dates. If applicable, negotiate speaker contracts to include a stipend, travel expenses, and presentation needs. Research keynote speakers and on-stage/on-camera talent. Compiles speaker biographies, sample videos, references, and program content and materials. Presents findings and makes recommendations on the top talent to the planning committee.
• Writes script(s) for emcees, presenters, facilitators, and program staff. Completes the run-of-show, documenting the detailed timing of each session, along with the voice of God, walk-up songs, music, videos, slide shows, camera shots, lighting, and other program enhancements.
• Works directly with contractors selected to provide one-on-one appointment scheduling with state departments, county, city, university, community colleges, school districts, and others. Designs exhibit hall layout for one-on-one appointments, monitors appointment scheduling, and makes follow-up calls with suppliers and state members to fulfill appointment obligations.
• Completes the registration process and monitors registrations regularly. Pulls standard reports and creates customized reports as needed. Provides reports to the Deputy Chief Conferences and Events Officer on registrants, including travel, lodging, and other information as applicable.
• Works collaboratively with the Contract and Financial Services team to contract with vendors and suppliers, i.e., drayage companies, hotels, transportation, speakers, talent, music, audio-visual and event production, exhibit decorators, event insurance, etc.
• Prepares annual project budgets based on the previous year’s revenue and expenses for each project and reconciles all associated expenses to ensure that all line items are within budget. Reviews contractor invoices, resolves discrepancies, assigns appropriate project coding and submits final invoices for approval.
• Provides project status reports and participates in regularly scheduled team meetings, Conference Planning Committee meetings, and all staff meetings.
• Takes inventory of all conference materials, orders adequate supplies to replenish the onsite travel kits, research and orders appropriate promotional items (“swag”), organizes all onsite materials for shipping, creates inventory of items shipped by box/carton, which may involve travel to Lexington, Kentucky (NASPO HQ), where conferences materials are stored.
• Participates in the entire event (from setup to teardown) including event contractor move-in, pre-con conference, rehearsal, and dry-run; and serves as a resource person for all on-site logistics throughout the event. Coordinates exhibit logistics, including booth setup and teardown, shipping and receiving, vendor and exhibitor support, and on-site management of exhibit hall activities.
• Prepares final report for each conference or event that summarizes the event highlights; evaluation feedback from attendees, committee members, and NASPO staff; recommendations to improve the program planning, content, event logistics; exhibit hall activities; and reconciliation of revenue and expenses.
• Handles special projects and other duties as assigned.

SUPERVISORY RESPONSIBILITIES:
No supervisory responsibilities yet oversees event contractors, including drayage companies, from onsite setup to teardown, ensuring that all logistical details are executed smoothly and according to plan.

MINIMUM QUALIFICATIONS:
• Bachelor’s degree required in Hospitality, Meeting and Event Planning; Business Administration; Marketing and Communications; or a related field. Education may be substituted for certifications and/or years of experience in the meeting planning industry.
• Minimum five (5) years of direct, paid, experience is required in venue sourcing for conferences and events.
• Minimum five (5) years of direct conference and event planning experience in a corporate, governmental, non-profit, or educational setting.