Texas Association of School Boards Jobs (1)

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.

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