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Conference Planner, Production Project Management


Conference Planner, Production Project Management

Gartner is searching for a Conference Planner to work within Gartner’s Production Experience and Marquee Content Center of Excellence. This role supports the Global Destination Conference portfolio of conferences.

As the Conference Planner, you will provide administrative, logistical and organizational support in delivering the planning, pre-production, and on-the-ground execution of multiple conferences and projects.  A successful candidate will thrive in a quick moving environment with keen attention-to-detail. 

In this role, the Conference Planner will provide customer-centric project management and overall support at the highest level possible to the team. An understanding of live conference planning and conference project management is essential. Understanding of the Audio-Visual function within conferences is a plus.  

The ideal candidate must have strong organizational skills, ability to work across multiple teams and cultures, impeccable communication skills, and be energetically driven to meet the needs of our team. 

What you will do:

  • Support project management for the creation and delivery of Gartner’s keynote sessions by partnering and collaborating with internal stakeholders in Conferences and Research & Advisory, as well as external vendors across multiple Conference portfolios.
  • Support project management and liaise with External Speaker Team and AV partners as it relates to logistics and on-site management for Guest Keynotes.
  • Support project management as it relates to scheduling outside speaker coaching and or graphic design team (external or internal) and ensure proper timelines are kept.
  • All Gartner and Guest Keynotes are to be no longer than forty-five minutes in duration (in most cases). Collaborate/support all parties to ensure script development and timing of delivery meet this criterion.
  • Leverage best practices to support live conference/event production planning processes.
  • Schedule and participate in pre-production and onsite global meetings, which may be out of typical business hours at times.  Take notes and share any action items with the lead Producer and or wider planning teams.
  • Support in managing the production timelines, key milestones, show flow documents and logistics.
  • Prepare routine correspondence and forms, such as internal and external briefing documents, logistics arrangements, on-site expectations, script management instructions, and others as needed.
  • Coordinate pre-event and on-site logistics including rehearsal scheduling, rehearsal logistics, AV setups, crew catering, and other on-site activities as required.
  • Support the team regarding all requirements for all onsite delivery assets including staging, scenic, graphics, audio, animation, and all creative media components.
  • Understand and uphold Gartner’s brand with all assets created.
  • Communicate any logistical items with internal and external partners such as AV agencies, creative agencies, speaker/performance coaches, freelancers, and writers.
  • Assist with budget reconciliation and tracking in coordination with management and finance including collecting and processing vendor invoices.
  • Maintain detailed documentation and reports with attendee feedback, wrap-up notes, and debrief reports from all parties who participated in keynote development.
  • Proactively engage with the team to pursue process improvements.
  • Highly skilled in handling multiple complex and concurrent projects.
  • Support internal/corporate events periodically as the calendar permits.

What is expected:

  • Support the Producers to help ensure high scores from clients on Keynote in each region.
  • Provide a flawless client experience including continually understanding key priorities of attendees and mapping back to those metrics.
  • Build and maintain excellent working relationships.
  • Deliver exceptional operational efficiency.

What you will need:

  • Bachelor’s degree or equivalent.
  • Minimum 2 years of experience in related field and industry.
  • Project management experience required.
  • Beginning to end understanding of live conference production and creative content creation preferred.
  • C-Level experience is desired – communication and project management, etc.
  • Agency experience is advantageous.
  • Excellent interpersonal skills - team player who works well with others, together reaching challenging goals under very tight deadlines.
  • Client focused - superior customer service skills.
  • Excellent written and oral communication skills.
  • Strong time management skills and ability to multitask - high sense of urgency.
  • Effective organizational, project, and time management skills.
  • Strong executive presence.
  • Passionate, energetic, and enthusiastic.
  • Self-motivated, collaborative, and solution oriented.
  • Curious, inquisitive, creative, and innovative.
  • Willingness to travel globally - attend Gartner Conferences to support operational requirements (roughly 6 – 10 on-site roles per year)




Who are we?

At Gartner, Inc. (NYSE: IT), we deliver actionable, objective insight that drives smarter decisions and stronger performance on an organization’s mission-critical priorities. We’ve grown exponentially since our founding in 1979 and we're proud to have over 19,500 associates globally that support over 15,000 client enterprises in more than 100 countries.

What makes Gartner a great place to work?

Our teams are composed of individuals from different geographies, cultures, religions, ethnicities, races, genders, sexual orientations, abilities and generations. We believe that a diversity of experiences makes us stronger—as individuals, as communities and as an organization. That’s why we're recognized worldwide as a great place to work year after year. We've been recognized by Fortune as one of the World’s Most Admired Companies, named a Best Place to Work for LGBTQ Equality by the Human Rights Campaign Corporate Equality Index and a Best Place to Work for Disability Inclusion by the Disability Equality Index. Looking for a place to turn your big ideas into reality? Join #LifeAtGartner

What we offer:

Our people are our most valuable asset, so we invest in them from Day 1. When you join our team, you’ll have access to a vast array of benefits to help you live your life well. These resources are designed to support your physical, financial and emotional well-being. We encourage continued personal and professional growth through ongoing learning and development opportunities. Our employee resource groups, charity match and volunteer programs keep you connected to your internal Gartner community and causes that matter to you.

Gartner believes in fair and equitable pay. A reasonable estimate of the base salary range for this role is 48,800 USD - 75,000 USD. Please note that actual salaries may vary within the range, or be above or below the range, based on factors including, but not limited to, education, training, experience, professional achievement, business need, and location. In addition to base salary, employees will participate in either an annual bonus plan based on company and individual performance, or a role-based, uncapped sales incentive plan. Our talent acquisition team will provide the specific opportunity on our bonus or incentive programs to eligible candidates. We also offer market leading benefit programs including generous PTO, a 401k match up to $7,200 per year, the opportunity to purchase company stock at a discount, and more.

The policy of Gartner is to provide equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, ancestry, disability, veteran status, or any other legally protected status and to affirmatively seek to advance the principles of equal employment opportunity.

Gartner is committed to being an Equal Opportunity Employer and offers opportunities to all job seekers, including job seekers with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company’s career webpage as a result of your disability. You may request reasonable accommodations by calling Human Resources at +1 (203) 964-0096 or by sending an email to .

Job Requisition ID:85448

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