Description
In partnership with division and corporate management, this position assumes a supporting role in the planning and execution of Tyler's annual user conferences, executive forums, corporate and client events, national trade shows, sales incentive trips, and other external client and internal staff meetings.
Responsibilities
Primary tasks include but are not limited to the following:
Effectively communicate with clients, sponsors, and staff via phone/email regarding all aspects of company events including registrations, schedule changes, payments, and miscellaneous questions
Generate reports, including but not limited to event registration and pick-up reports
Assist with accounting processes for events & tradeshows
Maintain invoices and receipts for the Corporate Meetings AMEX, analyze and verify invoices for accuracy, seek resolutions as necessary, and reconcile monthly bills - assigning cost centers to each line item.
Reconcile Paymentech report for credit card processing fees
Travel with and assist the events team with necessary conference tasks
Secondary tasks will be assigned as needed either in conjunction with an Event Planner or individually for a smaller event:
Perform site visits and evaluate potential venues to determine viability of properties and location for specific events
Negotiate meeting space, room rates, commission, food & beverage and concessions with properties
Research and contract entertainment options
Establish projected attendance, expenses and revenues, and submit a working budget
Define and coordinate detailed project plans for program content, documentation, themes, promotional collateral, templates, naming conventions, web sites, social media, 3rd party participation, registration process, communication process, meeting room logistics, general and opening sessions, décor, reporting, staff and travel, directional signage and banners, shipping logistics, room block management, onsite management, post event surveys, and post event review
Manage and execute onsite functions: pre-conference planning visits, breakout logistics (room sets, room assignments, etc.), technical logistics (AV, internet, screens, phones, electrical, etc.), food & beverage functions (meals, breaks, private parties, receptions, etc.), security and lockdown, sponsorships and vendor logistics, transportation, onsite check-in, add-on meetings, arrival/departure logistics, etc.
Support coordination of sponsorships and exhibitors
Select food and beverage
Assign employees and tasks
Procure nametags, gift bags etc…
Solicit feedback from clients
Research vendor/suppliers for new event ideas, products or services
Event Management Software Administration
Develop and maintain solid working knowledge of program
Define custom fields, contact types, registration paths, admission items, optional items
Build, test, and deploy multiple diverse registration event paths
Manage content: graphics, documents, web links, surveys, badge templates, emails, payment structure
Reconfigure data for upload of classes and invitees
Create live reports and arrange paths for stakeholder access during events
Communicate all issues to supplier to get resolution
Qualifications
Bachelor's degree in a related field or comparable work experience
Typically requires 2-5 years related work experience in a corporate, agency or hospitality industry environment
CMP (Certified Meeting Professional) a plus
Travel to events on-site as needed
Excellent planning, organizing and problem-solving skills a must
Keen attention to detail
Effective communication and decision-making skills
Excellent people skills
Ability to work well in a large team environment