Event Planner

Description

About the Company

For the past twenty years, IDOC has remained committed to the success of independent optometrists, and today has emerged as a leading alliance of private optometric practice owners in the United States. Founded by an optometrist with the first-hand knowledge of private practice ownership, IDOC empowers independent owners to live the practice of their dreams. IDOC’s core value of “people first, always” and focus on innovation offer a significant competitive advantage to our membership of over 3,000 optometrists – enabling them to embrace change, seize opportunity, and position their practices for long-term success. IDOC serves its members through expert guidance from industry-admired consultants, metric-based business analytics, personal account management, member-exclusive vendor discounts and rebates, continuing education opportunities and national, regional, and local peer networking events.

Role Summary

At IDOC, “we empower independent owners to live the practice of their dreams” – this is “Our Why” – the core of our aspirations.  Every day, IDOC employees incorporate “Our Why” into their daily work to make our members’ dreams a reality.  The Event Planner is a key role for our organization in providing exceptional service to our members and ensuring “Our Why” comes to life.  The role will be responsible in part for the IDOC Member Director (IMD) Program and planning meetings as well as execution of IDOC trade shows and state association events. Additionally, this role is critical to the success of the Professional Affairs team.

Responsibilities

• Plan and execute Professional Affairs industry tradeshows, national conferences, and local meetings for assigned Region.
• Responsible for IDOC Member Directors in assigned Region, including but not limited to, planning study group dinner meetings, selecting venues and negotiating contracts, collaborating with sponsors, developing marketing invitations, and tracking for a successful event.
• Coordinate room layout, room set-up, equipment requirements, banquet orders, agendas, handouts, and other communication materials for events in assigned region.
• Participate in strategic planning to continually enhance IDOC Events and IMD Program.
• Assist Professional Affairs team members with developing project proposals, event strategy, measurable objectives, program formats, event branding, budgets, and staffing schedules. 
• Source, negotiate, and manage vendor relationships with a wide range of suppliers including venues, conference organizers, event production companies, caterers, printers, app providers and promotional giveaway providers amongst others. 
• Order booth supplies; manage online trade show portal to include select promotions and oversee travel notifications to IDOC team members.
• Plan and execute onsite events or activities in association with state association meetings. 
• Collaborate with the Marketing Team on event concept, graphic design/production/printing, and event marketing.
• Develop an understanding of the company brand and positioning to participate in the creation of event marketing collateral in collaboration with our Marketing Team.
• Assist in IDOC’s Annual National Conference planning and execution, supporting design, development, strategy and other duties as assigned.
• Submit for approval for continuing education for National/Regional/Study Group; ensure Members get credit for attending courses.
• Manage event budget (adhering to company budgeting and accounting practices), submit purchasing orders and invoices, and provide budget updates and reports as needed.
• Track event finances including check requests, invoicing, and reporting
• Coordinate the packing and shipping of IDOC Event materials.
• Maintain organization of IMD data, documentation and details.
• Provide support for internal Company-hosted events as needed.
• Additional responsibilities and support to the Professional Affairs team as needed and directed.

Requirements

• 3+ years' experience in a fast-paced corporate event related environment.
• Bachelor’s Degree preferred. 
• Must have excellent written and verbal communication skills, excellent time management skills, strong decision-making ability, and excellent attention to detail. 
• Proficient in Microsoft suite of products to include Outlook, Work, PowerPoint, and Excel.
• Flexible, proactive, resourceful, and efficient while maintaining professionalism always.
• Experience in marketing automation platforms
• HubSpot, Adobe Pro, Share Point Experience, a plus. 
• Committed to collaboration and teamwork.
• Ability to thrive in a dynamic environment.
• Less than 20% Travel to Conferences, tradeshows and local meetings.