DataXstream is hiring: Event Planner in Village of Williamsburg

We are seeking a highly organized and strategic Event Planner to join our Marketing team. This role is pivotal in enhancing our brands visibility, fostering customer relationships, and generating new business opportunities through exceptional event management. The Event Planner will be responsible for organizing 12 exclusive executive events annually, designed to connect current and prospective customers, as well as coordinating our participation in multiple sponsored industry events. Additionally, this individual will ensure seamless team coordination for event attendance and execution.

Key Responsibilities:

Executive Event Planning and Execution

• Plan, organize, and manage 12 exclusive executive events annually for current and prospective customers.
• Create and execute event strategies to foster networking, highlight customer success stories, and provide reference opportunities for prospects.
• Manage all aspects of event logistics, including venue selection, vendor contracts, agenda planning, and guest list management.
• Collaborate with internal stakeholders to align event themes and content with business goals.
• Develop post-event reports to evaluate success metrics and provide recommendations for future improvement.

Sponsorship Coordination and Industry Events

• Research and evaluate industry events for sponsorship opportunities that align with the companys marketing objectives.
• Negotiate sponsorship packages, ensuring maximum brand exposure and ROI.
• Manage the end-to-end sponsorship process, including deliverables, booth design, promotional materials, and branding.
• Work with the marketing team to ensure consistent messaging and materials at sponsored events.

Team Coordination for Event Attendance

• Coordinate logistics for team members attending industry events, including registration, travel, accommodations, and scheduling.
• Develop and distribute event briefing documents to ensure alignment and preparedness.
• Serve as the main point of contact for team members, providing on-site support and troubleshooting during events.
• Gather feedback post-event to assess effectiveness and identify areas for improvement.

Required Skills and Qualifications:

• Proven experience in event planning and coordination, preferably within a marketing or corporate environment.
• Strong project management skills with the ability to manage multiple events and deadlines simultaneously.
• Excellent negotiation and vendor management skills.
• Exceptional interpersonal and communication skills, with a focus on relationship-building.
• Ability to work collaboratively with cross-functional teams.
• Proficiency in event management software and tools.
• Flexibility to travel as needed for event execution and support.

Preferred Qualifications:

• Bachelors degree in Marketing, Communications, Hospitality, or a related field.
• Experience planning and executing high-profile executive or customer-focused events.
• Knowledge of industry trends and best practices in event sponsorship and marketing.

Why Join Us?
This role offers the unique opportunity to drive impactful customer and prospect engagement through creative event strategies. If you are passionate about delivering memorable experiences and contributing to business growth, wed love to hear from you!