Event Planner

Overview We are seeking an experienced Event Planner on a contract basis to lead the planning and execution of an internal leadership development conference. The contractor will oversee logistics, vendors, design elements, onsite experience, and production for a live, in?person event taking place in May. This role requires a highly organized, proactive professional who is comfortable working with senior leaders, managing multiple workstreams, and driving end?to?end execution with minimal oversight. Scope of Work & Responsibilities Planning & Logistics Lead full planning lifecycle for a multi?day internal leadership development event (up to 200 attendees). Coordinate venue management, room layouts, AV needs, catering, dcor, print materials, and transportation. Manage registration processes, attendee communications, and special accommodations. Conduct walkthroughs, vendor meetings, and coordination sessions onsite in Irving, TX. Program & Content Support Partner with internal stakeholders to shape agenda flow and session experience design. Support creation of graphic design elements for event assets (agendas, signage, badges, digital graphics, slide templates). Build run?of?show materials, scripts, speaker briefings, and stage management plans. Coordinate presentation materials and oversee AV tech checks. Vendor & Budget Management Source, negotiate, and manage vendors (catering, printing, transportation). Estimate, track, and reconcile budgets in partnership with internal leads. Ensure all deliverables meet timelines, quality standards, and brand expectations. Onsite Execution (May and potential other dates) Serve as the events onsite lead, managing setup, registration, transitions, and vendor oversight. Troubleshoot issues in real time and ensure a seamless attendee experience. Manage event timing, production cues, and speaker flow. Post?Event Support survey distribution, feedback consolidation, and lessons learned. Provide final budget reconciliation and close?out documentation. Required Experience 35+ years of corporate event planning or conference management experience (internal or external). Demonstrated ability to run events end?to?end with minimal direction. Strong project management skills with comfort managing multiple workstreams and deadlines. Experience working directly with executives and senior leadership teams. Proficiency with Microsoft 365 and common event planning platforms. Ability to work onsite in Irving, TX for key meetings and full event execution. Preferred Skills Experience planning executive?level programs or leadership development events. Familiarity with hybrid or virtual event technologies (Teams, AV systems). Experience designing branded content and visual storytelling for senior audiences, following brand guidelines for visual consistency. Background in communications, corporate events, organizational development, or HR. Key Attributes Highly detail?oriented Excellent communicator Calm under pressure and solution?oriented Strong stakeholder management Creative and experience?driven Able to work independently and drive clarity

Created: 2026-03-06