Senior Event Planning Analyst

About the Role

This role is responsible for developing and providing event support, including input on marketing or event material design and management of promotional or event inventory. The incumbent partners to create and execute new events, researches trade associates for membership, sponsorship, and partnering opportunities, and manages all aspects of planning, executing, and recapping on-site and off-site meetings and special event functions. This position serves as the key interface with internal and external clients, contracted vendors, and support personnel for a variety of meeting types and sizes, including sales meetings, training seminars, board meetings, retreats, and corporate-sponsored conferences.

This is a hybrid-based role in Camp Hill, PA.

Responsibilities

• Client Consultations: Establish event parameters, including objectives, budgets, itineraries, attendee lists, catering needs, travel/overnight stays, audio-visual setups, promotional collateral, and additional requirements. Provide site selections and budget proposals for client review, negotiate contracts, and act as an on-site consultant to troubleshoot and resolve issues. Conduct post-event recaps, reconcile expenditures, secure customer evaluations, and incorporate feedback into a shared database.
• Site Inspections/Selections: Evaluate, select, and recommend meeting sites based on client and corporate criteria. Conduct site inspections to ensure venues provide a quality atmosphere and necessary amenities for participants.
• Research, Analysis & Planning: Maintain knowledge of hotel/resort operations, food and beverage services, travel arrangements, and audiovisual setups. Establish meeting protocols, create databases, and develop methodologies (e.g., electronic forms, confirmations, templates) for efficient planning. Conceive strategies, research compatible options, negotiate terms, and oversee event execution. Calculate overnight accommodations, conduct pre-con meetings, authorize budgetary items, and establish accountabilities.
• Contract Negotiations: Develop specifications for venue space, food and beverage menus, technology support, security, rooming lists, and AV requirements. Negotiate contracts to reflect usage patterns, corporate terms/rates, and forecasted expenditures. Partner with legal and risk management to ensure contract language aligns with corporate interests, including tax exemptions, attrition rates, and cancellation clauses. Manage risk, liability, and insurance requirements, and oversee event staging to ensure contract fulfillment.
• Account Reconciliation: Review and audit client reimbursements, vendor billings, and check requests. Ensure expenses align with budgeted amounts and negotiated contract terms. Process corrections, assign cost centers, and obtain approvals per corporate policies. Employ audit controls for Sarbanes-Oxley Act compliance.
• Collateral Design: Provide multi-media boards and signage for meetings. Fulfill graphic image requests and ensure brand compliance. Coordinate with affiliates to acquire product images, photography, and graphics for presentations. Manage the design of event invitations, programs, handouts, and related collateral.
• Perform other duties as assigned or requested.

Requirements

• Minimum High School diploma or equivalent.
• 5-10 years of relevant, progressive experience in event planning or a related specialization.

Qualifications

• Preferred Bachelor’s Degree in Hospitality Management, Marketing, or Communications.
• Travel requirement: 0% - 25%.

Skills

• Proficiency in contract negotiations, budget management, and vendor coordination.
• Strong organizational and project management skills for planning and executing events of varying sizes and complexities.
• Knowledge of hotel/resort operations, food and beverage services, travel logistics, and audiovisual requirements.
• Experience with database management (e.g., Microsoft Access) for venue and customer profiles.
• Ability to troubleshoot and resolve issues during events.
• Familiarity with compliance standards, including Sarbanes-Oxley Act and HIPAA.

Working Conditions

• Position Type: Office-based with hybrid work arrangement.
• Teaches/trains others regularly: Occasionally.
• Travel to various work sites or site-to-site: Rarely.
• Physical work site required: Yes.
• Lifting requirements:
  • Up to 10 pounds: Constantly.
  • 10 to 25 pounds: Occasionally.
  • 25 to 50 pounds: Rarely.