Manager, Capacity Planning | Future Planning

Description

Responsible for preparing us for our future and the rapid growth of our Destination Conferences through long term venue and space planning. This includes ensuring program, audience and exhibitor needs can be accommodated in future venues, supporting capacity analysis, and determining exhibitor inventory.

The successful candidate will take ownership of the end-to-end processes for all attendee and venue capacity planning and will align with key stakeholders to successfully manage and track changes. This person will drive the decision-making process, understanding what is required and where necessary help to build & recommend effective solutions and plans to allow for continued conference growth.

Primary Responsibilities:

• Create and maintain the global capacity templates and roll up documents to ensure accurate max capacity data is being documented.

• Manage capacity conference planning with Logistics team, working towards solutions where possible & supporting with investments as required.

• Partner with the Attendee Projection COE to validate attendee projections against venue max capacity & flag restrictions with Logistics for in-year conference planning / conference sell-out.

• Project manage onsite actuals completion with Logistics & Content, analyze data to identify any trends, & support a tailored capacity planning approach based on conference specific attendee behavior.

• Logistics point of contact for any in-year exhibitor inventory changes.

• Project manage Logistics capacity planning budget writing process – drive timelines, establish guidelines, trainings & support, & review all investment requests, partnering with Financial Planning as required.

• Support attendee revenue budget writing process providing max capacities, reviewing revenue submission and working towards solutions with Logistics for additional growth where required.

• Establish & project manage the Capacity Planning process within the new Conference wrap-up process.

• Project manage PE90 timelines to ensure logistics space utilization and capacity planning is determined ahead of inventory release. Collaborate with exhibitor operations, conference logistics and venue selection & strategy teams to build effective solutions for additional growth. Determine where investment is required and ensure global profit margins are maintained.

• Establish a capacity directory for all venues globally including session rooms, meals, and pavilions to enable consistency in capacity planning.

• Determine absolute maximum capacity for all venues globally, building an automated capacity heatmap that takes into consideration attendee and exhibitor growth projections as well as venue contracting status, in order to support long-term planning and venue contracting,

• Analyze space utilization and attendee behavior of member lounges, 1:1s, and registration to determine optimal space requirements / capacity and enable effective space planning.

• Support initiatives across conferences to allow for scalable, long-term growth including emerging markets (India, Brazil), CxO Program & campus expansions.

Professional Experience Requirements/Qualifications:

• Experience: 7+ years of progressive business experience

• Qualifications: Being extremely process driven with strong project management skills are essential. Events knowledge is a plus – e.g., understanding of floor plans, logistical challenges, etc.

• Exceptional problem-solving capability: You have a proven track record of solving complex problems, thinking creatively, and using data to tell a story and drive change

• Technical skills: You are highly proficient in Microsoft Excel and can create and maintain complex worksheets and roll ups independently.

• Detail oriented: You have a critical eye for details and can effectively analyse and summarize data

• Fast-paced: You operate with a sense of “urgency” and can excel in an execution-focused environment

• Drive / Self-sufficiency: You have a demonstrated ability to own a problem and aggressively drive from problem statement to solution in a self-sufficient capacity, even in a matrixed environment

• Communication skills: You are an excellent and structured verbal and written communicator with effective presentation and platform skills

• Executive presence: You can effectively summarize and present attendee projection findings to your manager and other senior Gartner associates

• Strong core values: You demonstrate integrity, collaboration, a no-limits mindset, objectivity, and consistent results using global best practices

• Education: Bachelor's degree required

• Travel: Expected travel ~10%

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