Senior Conference Planner

Job Description

Job Title: Sr Planner, Registration India

Hybrid Work Mode: With a requirement of 2x days in the Gurgaon office (one of those days being a Wednesday)

Location:Candidates must live within reasonable travel distance to Gurgaon office

years experience required from 2-3 years

Role Purpose

The Senior Planner, Registration is responsible for supporting the end-to-end registration experience for attendees and internal clients including the pre-conference setup of both the technological and logistical components. This role requires a strong focus on operational excellence and a commitment to innovation to support business growth and retention while maintaining the highest standards.

Primary Responsibilities

• Registration Site Management:
• Support the creation and maintenance of registration sites for 10+ destination conferences annually.
• Ensure sites are accurately set up with conference details, tested, and maintained for a flawless attendee experience.
• Serve as the main registration technology point of contact to support troubleshooting and maintenance for assigned conferences.
• Innovation and Continuous Improvement:
• Support the evolution of registration processes, ensuring they are engaging, personalized, and efficient.
• Enhance quality assurance processes and support the implementation of new technologies to improve the registration experience.
• Conduct data analysis to identify trends and attendee behaviors which directly impact the attendee registration experience
• Create detailed pre and post conference debriefs to review with team leaders and registration vendors
• Continuously seek out feedback from internal and external stakeholders on the registration process and experience
• Vendor and Stakeholder Support:
• Build and maintain strong relationships with external vendors and internal stakeholders.
• Collaborate with global registration teams and vendors on day-to-day operations and future initiatives.
• Financial Management:
• Responsible for maintaining accurate conference budgets through cost management and financial forecasting.
• Process third-party vendor invoices in a timely manner
• Identify risks and opportunities for cost optimization and resource allocation.
• On-site Support:
• Travel to conferences as needed to execute the Registration Lead role onsite and ensure seamless registration operations.
• Resolve queries and handle escalations from the registration vendor, attendees, and wider conference team

Expected Results

• Enhanced registration experiences which leverage cutting-edge technologies.
• Scalable and consistent global processes that drive operational effectiveness.
• Strong relationships with partners and internal teams, fostering collaboration and confidence.
• Flawless execution of onsite registration experience.

Key Contacts

• Internal: Global Registration Team, Business Solutions, Global Content, Finance, IT, Conference Logistics and other business units.
• External: Registration vendor and creative agencies.

Education and Professional Experience

• Bachelor's degree.
• 2-3 years of experience in project management within the events industry or registration experience.
• Experience with Event Management Software (e.g., RainFocus, CVENT) preferred.

Key Competencies/Knowledge, Skills & Abilities

• A self-starter with strong planning and project management skills.
• Ability to facilitate collaboration across multiple functions and levels.
• Exceptional attention to detail and strong analytical abilities.
• Excellent written and verbal communication skills.
• Proficiency in utilizing external vendors and internal resources effectively.
• High sense of urgency with the ability to prioritize and multi-task.
• Strong relationship-building skills and customer focus.
• Technological proficiency in event management software and related tools.
• Fully competent in Microsoft Office, with strong Excel skills; Smartsheet and G Suite experience preferred.