Corporate Events Planner

About The Role

If you've led corporate conferences, user events, SKOs, or large trade show programs with 300-1,500 attendees and real AV/production stakes, this is for you. If your experience is mostly weddings, social events, or internal office parties, this will likely not be a fit. As a Senior Conference Producer at OkWhen, you own end-to-end delivery for our clients' conferences: planning, AV & streaming coordination, software platform usage, and on-site execution. You are the primary point of contact and the person our clients trust when the lights go up and the show starts.

Responsibilities

• Serve as the primary liaison for a portfolio of corporate conference clients
• Lead kickoff, define goals, scope, and success metrics, and keep everyone aligned from contract to debrief
• Build and manage detailed project plans, timelines, and run-of-show for multi-day, multi-track conferences
• Clock with client teams, internal AV / streaming teams, venues, and vendors to lock in room sets, gear, labor, and schedules
• Translate program goals into AV/streaming and platform requirements (sessions, tracks, registration flows, event app, CEU rules, etc.)
• Lead on-site execution for select conferences (travel required), including rehearsals, show calling / stage management support, and crisis handling
• Oversee live streaming operations (start/stop, basic troubleshooting, comms between venue and remote support teams)
• Ensure reg/badge, event app, and CEU tracking all work together cleanly during the show
• Sponsor & revenue support
• Coordinate sponsor deliverables (sessions, booths, signage, recordings) and ensure they're integrated into the event plan
• Identify and recommend upsell opportunities that genuinely improve the attendee and client experience (additional rooms, streaming, content capture, etc.)
• Post-event & continuous improvement
• Run post-event debriefs, reconcile budgets, and capture wins / lessons for the next year's event
• Help refine internal playbooks and templates so every show gets easier and better

Requirements

• 3-7+ years in corporate events / conferences / meetings (agency, in-house, or venue)
• You've led at least a few programs with 300+ attendees and 6-figure budgets
• Hands-on experience with:
• Building conference timelines, ROS, and staffing plans
• Managing AV / production partners or in-house tech teams
• Working with event tech (Cvent, Ungerboeck, Social Tables, etc.)
• Proven ability to manage multiple events at once without dropping details
• Strong financial awareness: you understand budgets, can read a cost sheet, and make smart tradeoffs to protect margin and experience
• Excellent written and verbal communication; you're comfortable with executives, vendors, and front-line staff

Nice to Have

• Experience with hybrid events and live streaming workflows
• Experience in SaaS / tech-enabled events or working alongside a software platform
• Experience in AV companies, production houses, or large conference hotels / convention centers

Not a Fit If...

• Your events experience is primarily weddings or social events and you haven't run larger corporate conferences
• You want a 9-to-5 with no evenings/weekends during show weeks
• You prefer pure "online support" and don't want to travel on-site

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Training & Development
• Work From Home