Mindlance
Strat Meeting Planning Spec - Exempt Strat Meeting Planning Spec - Exempt
Mindlance, Minneapolis, Minnesota, United States, 55400
The Event Coordination Specialist - Minneapolis coordinates and executes seamless logistics, event technology integration, and attendee management for programs at the Minneapolis offices. This role serves as a key liaison between event planners, vendors, and stakeholders, ensuring high-quality event experiences.
Key Responsibilities:
Onsite Event Logistics Coordination & Problem Solving: Serve as the onsite point of contact overseeing catering, transportation, and production to align with event goals at the Minneapolis Area facilities. Ensure all event materials, signage, and branding elements are appropriately coordinated and delivered. Identify logistical challenges and proactively develop solutions to optimize event efficiency. Maintain event calendars, overseeing event handoff and follow-up with stakeholders. Oversee setup and breakdown of event spaces at Minneapolis area offices, working with production crews, AV teams, and event staff. Provide white-glove service to VIP attendees, speakers, and key stakeholders. Quickly assess and resolve onsite challenges, addressing issues without disrupting the attendee experience. Event Technology & Attendee Experience: Manage the setup and execution of onsite check-in processes, ensuring a seamless attendee experience. Manage and troubleshoot event technology issues. Leverage event technology to enhance engagement and interaction. Act as a primary point of contact for vendors and venue staff, ensuring event logistics run smoothly. Data & Performance Measurement: Utilize CVENT to collect, track, and analyze event data, attendee engagement, and performance metrics. Assist in developing post-event reports, providing insights to event planners and leadership for future event improvements. Ensure data integrity in event registration, lead retrieval, and ROI tracking. Process Optimization & Cross-Functional Collaboration: Collaborate with marketing, sales, and operations teams to align event logistics with broader business objectives. Refine Workfront processes and improve handoff procedures between planning and onsite execution teams. Identify opportunities to enhance workflows, ensuring smoother event planning and onsite execution. Required Qualifications:
Bachelor’s degree in Hospitality, Marketing, Communications, Business, or a related field. 2-4 years of experience in event planning, logistics, or onsite event execution. Strong organizational and problem-solving skills with the ability to manage multiple events simultaneously. Ability to work flexible hours, including early mornings, evenings, and weekends for event support. Preferred Qualifications:
3-5 years of experience in corporate event planning or convention management. Experience in highly regulated healthcare, medical device, or technology industries. Familiarity with event analytics tools for tracking event success. Strong understanding of vendor negotiation, contract management, and event budgeting. Knowledge of event marketing, sponsorship activation, and branding integration. Proficiency in CVENT Event Management, including registration platforms and mobile event apps. Experience working with Workfront or similar project management tools. Physical & Work Requirements:
Ability to work in-person at Minneapolis Area locations, primarily the Rice Creek facility, Monday-Friday Ability to lift and transport event materials, registration kits, and technology equipment. Comfortable working in fast-paced, high-energy event environments, including standing for long hours and troubleshooting live event challenges. Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.
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Onsite Event Logistics Coordination & Problem Solving: Serve as the onsite point of contact overseeing catering, transportation, and production to align with event goals at the Minneapolis Area facilities. Ensure all event materials, signage, and branding elements are appropriately coordinated and delivered. Identify logistical challenges and proactively develop solutions to optimize event efficiency. Maintain event calendars, overseeing event handoff and follow-up with stakeholders. Oversee setup and breakdown of event spaces at Minneapolis area offices, working with production crews, AV teams, and event staff. Provide white-glove service to VIP attendees, speakers, and key stakeholders. Quickly assess and resolve onsite challenges, addressing issues without disrupting the attendee experience. Event Technology & Attendee Experience: Manage the setup and execution of onsite check-in processes, ensuring a seamless attendee experience. Manage and troubleshoot event technology issues. Leverage event technology to enhance engagement and interaction. Act as a primary point of contact for vendors and venue staff, ensuring event logistics run smoothly. Data & Performance Measurement: Utilize CVENT to collect, track, and analyze event data, attendee engagement, and performance metrics. Assist in developing post-event reports, providing insights to event planners and leadership for future event improvements. Ensure data integrity in event registration, lead retrieval, and ROI tracking. Process Optimization & Cross-Functional Collaboration: Collaborate with marketing, sales, and operations teams to align event logistics with broader business objectives. Refine Workfront processes and improve handoff procedures between planning and onsite execution teams. Identify opportunities to enhance workflows, ensuring smoother event planning and onsite execution. Required Qualifications:
Bachelor’s degree in Hospitality, Marketing, Communications, Business, or a related field. 2-4 years of experience in event planning, logistics, or onsite event execution. Strong organizational and problem-solving skills with the ability to manage multiple events simultaneously. Ability to work flexible hours, including early mornings, evenings, and weekends for event support. Preferred Qualifications:
3-5 years of experience in corporate event planning or convention management. Experience in highly regulated healthcare, medical device, or technology industries. Familiarity with event analytics tools for tracking event success. Strong understanding of vendor negotiation, contract management, and event budgeting. Knowledge of event marketing, sponsorship activation, and branding integration. Proficiency in CVENT Event Management, including registration platforms and mobile event apps. Experience working with Workfront or similar project management tools. Physical & Work Requirements:
Ability to work in-person at Minneapolis Area locations, primarily the Rice Creek facility, Monday-Friday Ability to lift and transport event materials, registration kits, and technology equipment. Comfortable working in fast-paced, high-energy event environments, including standing for long hours and troubleshooting live event challenges. Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.
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