Event Planner

Children's Health Defense | Franklin Lakes, NJ, United States

Posted Date 1/19/2023

CHD Overview:

Children’s Health Defense (CHD) is a litigation advocacy organization dedicated to protecting child health, ending the epidemic of children’s chronic health conditions by eliminating harmful environmental exposures, holding those responsible accountable, and establishing safeguards. Guided by science, we are tackling big pharma, holding big industry accountable at an unprecedented scale, and establishing safeguards to make a safer environment for children. We share our discoveries about harmful environmental exposures with the public and nurture a culture of leadership in communities. Our programs and resources cultivate science literacy and build a foundation of collaborative problem-solving among our next generation of leaders, scientists, physicians, citizens, and stewards. Working both nationally and internationally, our collaborative approach engages local communities, governments, the private sector, and other partners. 

Supervisor: Executive Director  

Location: Remote 

Schedule: Monday-Friday 

Hours: 40 hours/week 

Salary: $80-100K annually depending on experience and qualifications 

Benefits: Health Insurance, 403(b) and Paid Time Off 

Position Overview: 

Children’s Health Defense is seeking a seasoned, successful, and enthusiastic event planner with impeccable attention to detail to develop, plan and execute large-scale public events and occasional smaller private events. Annual events include a conference, donor events, educational events, and networking events, which will take place in various locations throughout the U.S. The event planner must demonstrate their proven ability to plan large and small events from conception through to completion, in collaboration with a core planning committee team. They will be responsible for planning and executing memorable, high-quality events that meet or exceed attendee expectations.  

The event planner’s responsibilities will include but not limited to the following areas: 

Core Pre-Planning for Events: 

  • Scheduling of events and conferences for the year.  
  • Research and analysis to determine optimal event dates.  
  • Identify and evaluate optimal locations and venues to hold events. 
  • Develop planning and execution timelines that can be followed by teams. 
  • Determine and track budgets. 
  • Expertise reading contracts and negotiating cost-effective pricing for venues, lodging, catering, AV, etc. 
  • Vendor selection and managing of contracts.  
  • Management of catering and other accommodations on-site. 
  • Work in collaboration with the planning committee to determine event theme, agenda/schedule, speakers and key guests, including coordination of speaker materials, presentations, AV needs, and critical timelines. 
  • Coordinate with speakers, guests and staff for hotel confirmations, travel and related tasks such as reimbursements, T&E approvals, etc.  
  • Manage AV team who can handle all tech, presentations and related needs.  
  • Consider applicable continuing learning education or break-out sessions for more active learning modules and deeper content.  
  • Effective and seamless on-site registration management tools and process for speakers, attendees and press. 
  • Review, select and solicit appropriate vendors and exhibitors that mirror CHD’s mission and are credible businesses and partners to showcase at our events. Manage process for registration of exhibitors, communication on set up, policies etc.  
  • Expertise delegating tasks among the planning committee and follow-through of assignments, spreading the workload evenly during pre-event planning and on-site at the event. 
  • Expertise facilitating regular event planning committee meetings, encouraging participation by committee members, making sure progress is being made on assignments, planning out all aspects of the event, and building in adequate rehearsal time for run of show. 

Branding, on-site signage and promotion of event: 

  • Work in collaboration with marketing, tech team, CHD.TV team and executive staff for the promotion of events with email marketing, social media, including coverage in Defender articles and on CHD.TV shows. 
  • Work in collaboration with the technology and marketing team for website development and registration. Includes cut-off dates, reimbursement/cancellation policy, identification and vetting of guests, potential vendors, and press.  
  • Work with the conference committee on signage, CHD merchandise and giveaways at conference, signs, step and repeats, branding and other materials or assets needed to be produced for the venue or given to attendees (program guide, handouts, USB etc.). Includes transactions, including equipment, and tech set up for attendees to purchase merchandise.  

Post-event feedback/surveys: 

  • Develop and execute a post-event survey for attendees, guest speakers, and staff. 
  • Analysis and evaluation of the event for best practices and optimization of future events. 

Requirements and Skills: 

  • A creative-thinker, big ideas and heart for innovation with a strong understanding of the health freedom movement.  
  • Bachelor's degree, preferably in Hospitality Management, Marketing, Business, or Communications preferred, but not mandatory. 
  • Minimum of 5 years experience planning and executing events of varying sizes. 
  • Experience with meticulous attention to detail, strong project management skills and the ability to manage multiple events at once. 
  • Ability to manage multiple, external vendor resources and relationships. 
  • Excellent team collaboration, written and oral communication skills. 
  • Ability to multitask and work in a  fluid nature, including ability to adapt to changing priorities and directions as determined by leadership and core planning committee.  
  • Strong Microsoft Office skills including Powerpoint and Keynote. Tech-savvy and AV skills are a plus. 
Salary80000.00 - 100000.00 Annual
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