Trade Shows & Events Senior Event Planner

Primary Objective

Provides creative and logistical expertise for Visit Orlando trade shows and events in support of Visit Orlando’s mission to promote the destination and secure greater visitation.

Major Areas of Accountability

  • Serve as the Project Manager who plans, coordinates and executes all facets of high-level events, trade shows, sales missions, destination orientations, and signature events both domestic and international including:
    • Budgeting/Invoicing/Billing/Financial Reconciliation for events up to $350,000.
    • Creating and managing RFPs.
    • Manage Signature Luncheons for up to 1,000 guests.
    • Sourcing and site selection for creative venues and hotels for client events and sales missions.
    • Room block management.
    • Analyze, evaluate, and negotiate booth space location, booth design and onsite booth build management.
    • Contract negotiations and execution.
    • Design and manage digital event invitations through registration software.
    • Create printed invitations, signs, thank you letters, promotional collateral, printed materials, promotional amenities, networking booklets, etc.
    • Build interactive events which foster unique networking opportunities to promote the Visit Orlando brand.
    • Design unique menus with consideration of location, dietary restrictions and cultural audience.
    • Speaker research, contracting, and logistical management.
    • Audio-visual & production.
    • Event marketing based on Visit Orlando Branding Guidelines.
    • Manage transportation through third-party suppliers.
    • Manage air travel for groups of up to 50 people.
    • Onsite Manager to execute events.
    • Produce event reporting to include event resume, working agenda, and post-event summary.
  • Develop and manage member participation processes and reporting for each event.
  • Lead the RFP process to secure the best pricing in accordance with the Visit Orlando purchasing guidelines.
  • Negotiate in-kind donations with Visit Orlando members.
  • Partner with internal clients to develop themed copy and design for all event elements.
  • Lead the approval process for all branding with the Visit Orlando executive team.
  • Oversee the Event Coordinators in all facets of events and tradeshows including Cvent, shipping, registration software, printed collateral, etc.
  • Mentor and train Planners, Coordinators, and Interns.
  • Work with event sponsors to ensure compliance with all agreements.
  • Communicate and support participating members during planning and onsite to ensure their ROI.
  • Network with Visit Orlando members to build and maintain a positive and professional relationship.
  • Work with booth builders on layout and booth design for major trade shows.
  • Assist department heads in recommending departmental budgets to ensure operations are conducted within budgeted guidelines, noting variances monthly.
  • Oversee and provide direction to vendors at events.
  • Recruit, train and supervise Membership Committee volunteers and support staff for events.   
  • Collaborate with other Visit Orlando departments to share best practices throughout the organization.
  • Evaluate each event post-program for continued success and review opportunities for improvement.

Qualification Requirements

  • Bachelor’s degree (B.A.) from a four-year college or university.
  • Seven to ten years of conference planning or event management experience.
  • Intermediate-level proficiency or higher in Microsoft Excel and PowerPoint, Microsoft Word and Outlook.
  • CMP Designation preferred.

Additional Requirements

  • Ability to travel 6-8 times annually.
  • Ability to work in a fast-paced environment and coordinate, manage and execute several events simultaneously.
  • Bilingual a plus.
  • Ability to read and interpret documents, contracts, and procedure manuals.
  • Ability to write routine reports and correspondence.
  • Ability to speak efficiently before groups of customers or employees of the organization.
  • Ability to solve practical problems and deal with a variety of situations.
  • Ability to interpret instructions furnished in written, oral, diagram, or schedule form.
  • While performing the duties of this job, the employee is required to sit, used hands to finger, handle objects, tools, or controls; reach hands and arms, and talk or hear. Occasionally be required to stand or walk.

Location

Candidates must be located in Orlando. There is no relocation assistance available for this position. 


The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements and does not imply a contract.

If you would like to apply, please send your resume to Human.Resources@visitorlando.com


About Us

Visit Orlando Mission and Core Values

Our mission is to inspire, promote and grow global travel to Orlando for economic and community benefit. Our Core Values are: (1) WE INNOVATE: We are free to be curious and to create what we imagine. We go beyond delivering what works, we deliver what’s next; (2) WE TRUST: We are stewards of the resources and experiences entrusted to us. We show up for each other and our community. Trust is our currency; (3) WE WELCOME: We are diverse by nature and inclusive by choice. Everyone belongs here; (4) WE SERVE: We are dedicated to serving our community and each other. Service is our superpower; (5) WE “ORLANDO”: We create moments that matter and have a blast doing it! Fun has no height restrictions.