Marketing and Events Planner

Marketing & Events Planner

Job Summary:

The Marketing & Events Planner supports the successful execution of company-sponsored events, trade shows, customer programs, meetings, incentive trips, and marketing initiatives. This role serves as the primary coordinator for attendee management, travel arrangements, registrations, event communications, logistics, and vendor coordination while also supporting broader marketing initiatives and departmental priorities throughout the year.

The Marketing & Events Planner works closely with the Director of Marketing, Marketing Manager, internal stakeholders, and external vendors to ensure events and marketing programs are executed professionally, efficiently, and within budget. This position requires exceptional organizational skills, attention to detail, customer service, and the ability to manage multiple projects simultaneously.

The ideal candidate is highly organized, process-oriented, and comfortable managing logistics while also supporting marketing campaigns, communications, promotional programs, and administrative marketing initiatives.

Essential Functions:

Event & Meeting Coordination

· Coordinate logistics for company-sponsored meetings, trade shows, customer events, incentive trips, sales meetings, and internal events.

· Maintain event timelines and project plans to ensure deadlines are met.

· Create and manage event registration forms, RSVP tools, attendee tracking lists, and reporting tools.

· Coordinate attendee communications before, during, and after events.

· Track registrations and follow up with attendees regarding required information.

· Manage attendee lists, rooming lists, seating assignments, name badges, event materials, and event documentation.

· Coordinate transportation, hotel accommodations, and travel-related communications for event attendees.

· Coordinate with approved sourcing partners, hotels, venues, transportation providers, vendors, and service partners to support event planning, logistics, contract administration, and customer hospitality initiatives.

· Manage room blocks, attendee reservation changes, and lodging-related communications.

· Prepare event schedules, attendee guides, event communications, and related materials.

· Assist with on-site event coordination and support as needed.

· Support sponsorship administration, tracking, communication, fulfillment activities, and customer hospitality initiatives.

· Gather event feedback and prepare post-event summaries and reports.

Customer Programs & Hospitality Events

· Coordinate customer-facing events, hospitality experiences, incentive trips, and sponsorship-related programs.

· Manage customer registrations, logistics, communications, and follow-up activities.

· Coordinate ticket distributions, attendee tracking, and hospitality arrangements.

· Maintain accurate records of customer participation and event-related information.

· Research and evaluate event, entertainment, hospitality, and sponsorship opportunities that support customer engagement and business development objectives.

Marketing Support

· Assist with promotional campaigns, sponsorship initiatives, and marketing programs.

· Support fulfillment and tracking of promotional programs and customer incentives.

· Coordinate production and distribution of marketing materials as assigned.

· Assist with internal communications, newsletters, event promotions, and marketing content development.

· Support website, social media, and marketing projects as assigned.

· Assist with vendor communication, invoice tracking, and marketing project coordination.

· Provide administrative support for marketing initiatives and departmental projects.

Process Improvement & Administration

· Develop and maintain templates, checklists, standard operating procedures, and event documentation.

· Identify opportunities to improve workflows through technology, automation, and AI-powered tools.

· Maintain organized event files, tracking tools, vendor lists, and historical event records.

· Assist with tracking event budgets, invoices, vendor payments, and expense reconciliation.

· Prepare weekly project status updates and activity reports.

· Perform other duties as assigned.

Qualifications:

· Strong organizational and project coordination skills.

· Exceptional attention to detail.

· Ability to manage multiple projects and deadlines simultaneously.

· Strong written and verbal communication skills.

· Excellent customer service and relationship-building abilities.

· Ability to work independently and collaboratively across departments.

· Strong problem-solving skills and the ability to escalate issues appropriately.

· Proficiency in Microsoft Office Suite.

· Experience with forms, spreadsheets, event registration platforms, project tracking tools, and related administrative systems preferred.

· Familiarity with AI-powered productivity, workflow, reporting, and content creation tools preferred.

· Ability to learn and adapt to new technologies and processes.

Work Environment:

· This role will be based at the Tampa Branch Support Center (Corporate Office)

Physical Demands:

· Must be able to stand and walk for long periods during events.

· Must be able to lift up to 25 pounds at times.

· Must be able to work a variety of hours to accommodate events.

Position Type and Expected Hours of Work:

· This is a full-time, in-person position. Typical work hours are Monday through Friday during normal business hours. Occasional evening and weekend work may be required to support events, travel, and company-sponsored programs.

Travel:

· Travel is required to support company meetings, customer programs, trade shows, and other marketing-related events.

· Estimated travel: 20-40%, depending on event schedules and business needs.

Required Education and Experience:

· Bachelor's degree in Marketing, Communications, Business, Hospitality, Event Management, or related field

· 2-5 years of experience in event coordination, marketing coordination, hospitality, project coordination, communications, or a related field.