Event Planner

**Event Planner**:
hybrid
38 East Main Street, Welland, Ontario, Canada, L3B 3W3
full-time. November 11, 2024

Description

Billyard Insurance Group (BIG) is a leading force in the insurance industry, committed to attracting the best insurance professionals and equipping them with cutting-edge technology, tools, and unwavering support to thrive in today's dynamic insurance landscape. With a strong presence and continuous growth, we boast over 80 locations across Canada. Our dedication to excellence has earned us prestigious recognition, including being featured on Insurance Business Canada's esteemed Top Brokerages list for the past three years and securing a spot as one of Canada's Top Growing Companies in the renowned Globe and Mail's Report on Business. At Billyard Insurance Group, our mission is clear: to establish a nationally recognized insurance brokerage brand that empowers brokers and leads the digital insurance revolution.

The Event Planner will be responsible for leading the planning and coordination of a variety of internal and external events for a large insurance brokerage chain with 85 branch locations. This role involves overseeing all aspects of event logistics, including topic selection, event structure, and the integration of various event elements to ensure successful execution. The Event Planner will work collaboratively with internal teams and external vendors to deliver high-quality events that engage employees, partners, and stakeholders, while also supporting the company's charitable initiatives.

**What does the Event Planner do?**
- Lead the planning and execution of medium to large-scale events including roundtables, conferences, showcases, golf tournaments, holiday celebrations, and auctions.
- Oversee all logístical aspects such as venue selection, catering, transportation, audiovisual requirements, and accommodations.
- Coordinate with internal teams and external vendors to ensure all event components are aligned with the event objectives and company standards.
- Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
- Design event programs and agendas that meet the objectives of the event and enhance the overall attendee experience.
- Maintain communication with stakeholders, including employees, external partners, and charity representatives, to ensure their needs and expectations are met.
- Collaborate with marketing teams to promote events through internal communications, social media, and other channels as needed.
- Conduct post-event evaluations to assess the success of events and gather feedback for continuous improvement.
- Coordinate corporate gifts and swag items related to events and for corporate use to support and re-enforce the corporate brand.
- Assess and select potential vendors and suppliers for various items and supplies needed for events.

**Does this sound like you?**
- Proficient in using event management tools and software (e.g., event registration systems).
- Proficient in project management methodologies and tools (e.g., task management, timeline development).
- Proficient in creating and managing event budgets, including cost estimation and financial reporting.
- Proficient in negotiating with and managing external vendors and suppliers.
- Proficient in coordinating logistics for events including venue selection and on-site management.
- Proficient in creating and delivering presentations to stakeholders.
- Competent in addressing and resolving technical issues that may arise during events.
- Competent in analyzing post-event data and feedback to evaluate event success and areas for improvement.
- Proficient in leading event planning teams and guiding colleagues through the planning process.
- Expert in communicating clearly and effectively with internal teams, external partners, and stakeholders.
- Expert in working collaboratively with diverse teams and managing cross-functional relationships.
- Expert in identifying and resolving issues quickly and efficiently during event planning and execution.
- Expert in managing multiple details and ensuring all aspects of the event are executed as planned.
- Proficient in negotiating with vendors and stakeholders to achieve favorable terms and outcomes.
- Proficient in adjusting plans and strategies in response to changing conditions and unexpected challenges.
- Proficient in providing exceptional service to event attendees and addressing their needs effectively.

**Qualifications**:

- Bachelor’s degree in Event Planning, Hospitality Management, Business Administration, or a related field.
- Minimum of 5 years of experience in event planning or a related field, with a proven track record of managing large-scale events.
- Demonstrated experience in planning corporate events, including conferences and partner showcases, and working with charitable organizations.
- Experience planning and organizing events both in Canada and abroad.
- Experience in the insuranc