Senior Event Planner III

Why Texas Association of School Boards (TASB)

As TASBeans (our internal name for employees), we feel privileged to work alongside talented team-members who are passionate about education and enjoy learning from new and different perspectives.

We believe what makes our organization highly successful is the rich diversity our employees collectively bring to TASB with different backgrounds, skillsets, cultures and ethnicities, gender identities, interests, abilities, and work styles.

And our passion for education and learning doesn’t end there. Our culture has always encouraged employees to grow and become their best selves both professionally and personally through a variety of innovative and collaborative development opportunities.

You’re likely beginning to see why we’ve been regularly named by Austin Business Journal as a Top Ten Best Places to Work since 2009! But there’s more

TASB offers competitive pay, rich benefits (including retirement matching of 2 : 1 up to 5% after one year. This means that if you contribute 5% to the plan, TASB will contribute 10%), onsite daycare, gym, fitness classes, tuition reimbursement, remote work options, flexible schedules, and more.

Every role at TASB thoughtfully complements our mission and the educational impact being made in communities across Texas.

If you consider your work exceptional and want to help drive our mission forward, keep reading!

About You

The Senior Event Planner will assist program area managers with their conference and event planning needs including but not limited to : analyzing data;

preparing requests for proposals; contract negotiations; on-site management; and bill reconciliation with final meeting summary for TASB events.

A Typical Day

The Senior Event Planner will be responsible for the meeting planning functions for association's conferences. Tasks will include but are not limited to :

• Site Election
• Contract negotiations
• registration housing management
• Food and beverage coordination
• Room set design
• Audio-visual
• Transportation
• On-site management
• Bill reconciliation

Data Analysis and Negotiations

• Work with TASB program directors to define all meetings specifications.
• Conduct research on various destinations using both new and existing hotel and CVB contacts, and other sources based on established meeting criteria.
• Prepare formal RFP and detailed meeting history report (if new meeting, the meeting objective details) and distribute to qualified candidates.
• Compare and analyze data from qualified candidates to determine best location and venue.
• Negotiate with ideal candidates for, but not limited to, meeting space, food & beverage, AV discounts, sleeping room block, room rates, complimentary room ratio, etc.
• Present recommendations on location and facility to program directors.
• Manage all follow up required through the contract signature process.
• Ensure compliance to TASB Policies 503 Contracts and 505 Procurement and Dispositions.

Contract Management

• Receive contract from selected venue.
• Review final contract to ensure all aspects of meeting are included.
• Prepare contracts for signature, including checklist of negotiated items and other pertinent information.
• Initiate and manage Contrak process.
• Update and review TASB addendum and other contract-related items as agreed upon with general counsel

Planning Services

• Manage housing block, staff and VIP housing, event budget, and other needs specific to event.
• Negotiate and contract with support services (shuttle, security, entertainment, etc.)
• Establish registration needs and set schedule with registrar.
• Conduct pre- and post-con meetings with convention services managers, facility staff, TASB staff, and other partner groups.
• Meet with TASB program areas to review event schedule.
• Coordinate as needed shipping, storage, and receipt of materials.
• Plan function room setups based on expected attendance and type of meeting.
• Select food and beverage based on attendance and budget.
• Correctly order food and beverage to meet event budget
• Ensure TASB .org and Offline information is updated per needs of client

Onsite Management

• Serve as onsite project manager, including oversight of meeting rooms, AV, food & beverage, etc. Some events require onsite presence days prior to start of event.
• Planners are also expected to arrive no less than one hour prior to daily start time; be available to close out event at end of each day;

and ensure all materials, etc. are packed and removed from site once the event ends.

• Communicate needs to various levels of hotel staff.
• Manage last minute changes.
• Respond to emergency situations. (Requires planners to be on-call’ 24 hours throughout event.).
• Ensure safety for attendees while onsite during the event.
• Facilitate and lead meetings with events team including hotel, convention and other auxiliary services staff.
• Coordination of in-conjunction with and related meetings including space assignment; liaison between client and vendor; cost negotiations.
• Plan, assign and manage onsite staff as needed by client.

Reconciliation / Reports

• Analyze and prepare final report on room pickups, food and beverage, audio visual, etc. summarizing meeting cost
• Reconcile final bills from venue and any additional vendor services, allocate to cost centers and submit to Finance for payment.

Skills for Success

• Seven or more years conference and even planning experience.
• CMP preferred.
• College degree preferred.
• Hospitality / supply-side experience is a plus.
• Candidates must be detailed oriented, able to manage multiple events at the same time.
• Solid technical event knowledge.
• Proficient written and verbal skills.
• Excellent customer service skills.

The TASB Difference

• Enjoy competitive pay and rich benefit offerings.
• Be part of a collaborative environment where every contribution impacts Texas public schoolchildren.
• Thrive in a culture that promotes bringing your whole self to work every day and emphasizes healthy boundaries and work-life balance.
• Learn and grow individually and together through frequent professional development; diversity, equity, and inclusion panels;

wellness seminars; and more.

• Work alongside transparent leaders with an open and consistent feedback approach.
• Celebrate as a team with meaningful (and fun) events and tokens of appreciation throughout the year.

Posting Notices

• TASB is an equal opportunity employer and will not discriminate on the basis of an individual's race, color, disability, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, age, marital status, veteran status, or any other personal characteristic protected by law.
• This position does not qualify for visa sponsorship.
• Any job offer is contingent upon receipt of results of a satisfactory background check.

LI-Hybrid

Job Description

Minimum Qualifications

Education and / or Equivalent Experience :

• Graduation with a Bachelor's degree from an accredited college or university with major coursework in Planning, Geography, Social Science, Landscape Architecture, or related field.
• Experience may substitute for education up to the maximum of four years.

Licenses or Certifications :

None.

Notes to Applicants

The Development Services Department assists homeowners, business owners, and contractors when they build, demolish, remodel, or perform any type of construction to ensure compliance with applicable city and building codes.

DSD is seeking a Planner I to assist with moving projects through the development process. The person in this position may work with various workgroups within Land Use Review.

Working with the City of Austin provides a number of health and welfare benefits. Please click for more information.

Employment Application : Only complete applications will be considered. Be sure your employment history on the application includes your past job titles, employment dates, and a detailed summary of your job duties, functions and responsibilities.

Please take the time to ensure that the application is complete to represent your history and skills / abilities. Although there are posting dates listed, Development Services may close the posting any time after seven days from the initial advertisement.

Once a position is closed, no additional applications or application changes will be accepted.

Post Interview Verification : If you are selected as the top candidate for a position, we will be contacting your current and former employer, as well as the references listed in your application.

Please do your best to ensure that the contact information on the application is accurate. Top candidates will also be required to provide proof of education from an accredited organization, copies of any professional licenses or certificates listed on the application and a copy of your DD- if claiming veteran's preference.

Travel : If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Job Address Austin, Texas United States

Functions and Responsibilities

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Researches and reviews urban land development proposals and studies. Provides research information to more senior level planners as requested.
• Reviews preliminary site plans and prepares comments for zoning, land use, annexation, and variance cases.
• Meets with members of the public, developers, and other city officials to respond to questions that are relevant to a specific planning area or to planning in general.
• Provides technical planning assistance to the general public, developers and other city officials.
• Prepares reports and make presentations at public hearings regarding land use and other planning related initiatives.
• Reviews subdivision plats and site plans for compliance with local regulations and ordinances.
• Compiles data / information for reports and cost estimates.
• Analyzes data to discover patterns and / or discrepancies.
• Documents data and findings on appropriate forms / logs.
• Draws plans, diagrams, graphs, tables, charts, and maps using drafting and drawing tools.

Responsibilities Supervisor and / or Leadership Exercised :

None.

Knowledge, Skills and Abilities Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge of computer mapping and graphics technology.
• Knowledge of Geographic Information Systems (GIS).
• Knowledge of city practice, policy and procedures.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to collect, analyze, and interpret applicable research data and presenting it in a clear and concise manner.
• Ability to explain and enforce City policies.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other city employees and the public.

Criminal Background Investigation This position does not require a Criminal Background Investigation

Benefits / Perks

• Competitive wages
• Career Growth Opportunities
• Fun and Energetic Environment

Job Summary

Do you enjoy the process of planning and carrying out successful events? Are you passionate about providing fun experiences that make people want to return to a business again and again? If so, we want to meet you!

We are seeking an Event Planner to organize special events for our company. As the Event Planner, you will coordinate high-quality events that leave a lasting impression on our guests.

Your responsibilities will also include setting up and tearing down events. The ideal candidate is outgoing, energetic, and willing to take initiative.

Responsibilities :

• Plan and organize all elements of event logistics
• Conduct market research to identify potential opportunities and interest
• Assist Event Manager with budget creation and adherence to it
• Negotiate contracts with vendors and suppliers
• Ensure compliance with all legal, health, and safety regulations
• Evaluate the outcome of events and provide upper management with report and recommendations for improvement

Qualifications :

• Outgoing, energetic personality with the ability to build business relationships
• Previous experiences as an Events Planner or similar role
• Ability to take the initiative on projects
• Strong organization and time management skills
• Excellent verbal and written communication skills
• Ability to work in a fast-paced environment and manage multiple priorities simultaneously
• Bachelor’s degree in Event Management or a related field is preferred

A love of travel attracts many people to the field, but to succeed, a Remote Event Planner must be passionate about travel and the endless opportunities it brings to bridge history, cultures and cuisine.

Successful Event Planners must have a strong sales drive, organizational skills with an eye for detail, ability to multi-task in a fast-paced environment, demonstrated proficiency in navigating computers and various programs;

must possess good written and oral communication skills and the ability and interest to be in a continuous learning curve.

Working with us takes a certain kind of person; we want someone who identifies with our values and is willing to challenge themselves both personally and professionally.

We seek individuals who are passionate about serving and making a difference in the lives of others. Does this sound like you?

Travel is not just a hobby or a wish, it’s your passion. What does a Event Planner do? Sells international and domestic travel packages including cruises, land packages, travel itineraries, air, car, and hotel.

Shares knowledge and expertise from personal experiences and / or education study trips Develops long standing relationships with clients and builds referral and repeat business Makes appropriate recommendations to ensure the trip experience is more than expected and tailored to the members expectations Requirements Must be at least 18 years of age, and be authorized to work within the US.

Must be able to effectively communicate with clients (strong sales background a plus) Must have a smartphone with internet access and laptop computer Personal international travel experience is a plus but not required Previous experience in customer service or hospitality also a plus, but not required 1099 We Offer Flexible Schedule Travel Perks E&O Insurance with Fraud Protection Daily Training Available Travel Agent Certification Training, fun, talented and driven teammates Knowledgeable, encouraging and present leadership A diverse and community-minded organization Career growth and learning opportunities for aspiring minds Competitive benefits, and fosters a highly skilled, energized and empowered workforce.

Service, Support, Success are the pillars upon which built the company, and they continue to serve as the core values. Along with our uncompromising insistence on integrity and ethical business practices, these values make us the service provider of choice for our customers and the employer of choice for our dedicated team members Powered by JazzHR