Event Planner

Role & responsibilities

Assist in thedesign and deliveryof event plans, including timelines, logistics, venue sourcing, andvendor negotiations
Independently manageselect events fromplanning to execution, under the directionofthe SEG Manager
Coordinate registrationprocesses, submission platforms, delegate communications, program updates, speakermanagement, and paymentfollow-ups
Prepare and maintaindetailed event projectplans and ensuredeadlines are met
Build working relationshipswith hotels, vendors, and local partners; serve as theirprimary point ofcontact
Oversee logistics includingroom setups, catering, AV, signage, materials, and exhibitor support
Ensure SEG brandingand service standardsare upheld duringall events
Work closely withregional technical andorganizing committees tosupport the deliveryof technical content
Coordinate planningcalls, track committeedeliverables, and followup on actionsto ensure alignmentwith SEG deadlines
Support communicationand coordination betweenSEGs regional committees, in alignment withthe SEG Manager
Coordinate SEG Chapterand Student Chapteractivities in India, supporting chapter eventsand liaising withchapter leaders
Support on-siteactivities and providehands-on supportto speakers, sponsors, and attendees duringevents
Supervise venue setup, AV, catering, delegatematerials, and technicallogistics
Support the preparationand distribution ofsponsorshipproposals and respondto sponsor inquiries
Support the sponsorshipconfirmation process, includingbenefit tracking anddeliverables
Coordinate follow-upon sponsor paymentsto ensure timelyinvoicingand collection
Maintain accurate recordsof sponsorship commitments, contacts, and communications
Maintain accurate trackingof event budgetsand expenses
Assist in preparing post-event reports, including attendance data, committee feedback, and financial summaries

What We're Looking For:

Minimum 56 years of experience in event or conference planning, preferably with technical or academic events
Bachelor’s degree in Event Management, Hospitality, Business, or a related field
Experience working with volunteer committees or professional societies preferred
Proven ability to manage multiple stakeholders, priorities, and deadlines
Strong organizational, interpersonal, and communication skills
Ability to work independently, take initiative, and manage shifting priorities
Culturally sensitive, with experience working in multinational environments
Intermediate to Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
Familiarity with CRM and event management tools is a plus
Willingness to travel within the region and work extended hours during events