Corporate Events Planner

Job Description

Job Description

About the role

If you’ve led corporate conferences, user events, SKOs, or large trade show programs with 300–1,500 attendees and real AV/production stakes, this is for you.

If your experience is mostly weddings, social events, or internal office parties, this will likely not be a fit.

As a Senior Conference Producer at OkWhen, you own end‑to‑end delivery for our clients’ conferences: planning, AV & streaming coordination, software platform usage, and on‑site execution. You are the primary point of contact and the person our clients trust when the lights go up and the show starts.

Client & project ownership

• Serve as the primary liaison for a portfolio of corporate conference clients.
• Lead kickoff, define goals, scope, and success metrics, and keep everyone aligned from contract to debrief.

Pre‑event planning & production

• Build and manage detailed project plans, timelines, and run‑of‑show for multi‑day, multi‑track conferences.
• Coordinate with client teams, internal AV / streaming teams, venues, and vendors to lock in room sets, gear, labor, and schedules.
• Translate program goals into AV/streaming and platform requirements (sessions, tracks, registration flows, event app, CEU rules, etc.).

Live event production (on‑site & virtual)

• Lead on‑site execution for select conferences (travel required), including rehearsals, show calling / stage management support, and crisis handling.
• Oversee live streaming operations (start/stop, basic troubleshooting, comms between venue and remote support teams).
• Ensure reg/badge, event app, and CEU tracking all work together cleanly during the show.

Sponsor & revenue support

• Coordinate sponsor deliverables (sessions, booths, signage, recordings) and ensure they’re integrated into the event plan.
• Identify and recommend upsell opportunities that genuinely improve the attendee and client experience (additional rooms, streaming, content capture, etc.).

Post‑event & continuous improvement

• Run post‑event debriefs, reconcile budgets, and capture wins / lessons for the next year’s event.
• Help refine internal playbooks and templates so every show gets easier and better.

Requirements

• 3–7+ years in corporate events / conferences / meetings (agency, in‑house, or venue).
• You’ve led at least a few programs with 300+ attendees and 6‑figure budgets.
• Hands‑on experience with:
• Building conference timelines, ROS, and staffing plans
• Managing AV / production partners or in‑house tech teams
• Working with event tech (Cvent, Ungerboeck, Social Tables, etc.)
• Proven ability to manage multiple events at once without dropping details.
• Strong financial awareness: you understand budgets, can read a cost sheet, and make smart tradeoffs to protect margin and experience.
• Excellent written and verbal communication; you’re comfortable with executives, vendors, and front‑line staff.

Nice to have

• Experience with hybrid events and live streaming workflows.
• Experience in SaaS / tech‑enabled events or working alongside a software platform.
• Experience in AV companies, production houses, or large conference hotels / convention centers.

• Your events experience is primarily weddings or social events and you haven’t run larger corporate conferences.
• You want a 9‑to‑5 with no evenings/weekends during show weeks.
• You prefer pure “online support” and don’t want to travel on‑site.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Training & Development
• Work From Home