Director of Event Planning

This position is full-time on-site in Turners Falls, MA.POSITION SUMMARYReporting to the CEO, this position is responsible for ensuring all Responsive Classroom Advertised Institutes are expertly planned to meet their stated goals and business objectives. They oversee all aspects of planning and are responsible for analyzing the results of each Institute season or institutes within a season to determine what factors contributed to the effectiveness of the Institute and present the data in an accurate, trustworthy and easy to understand format that informs decisions about where resources should go next.The Director works closely with other members of the leadership to ensure customers have a friction-free, optimized experience from registration to course completion.The Director plans an 18-month events calendar, including identifying city, state, and venue locations aligned to CRS’ strategic growth plan.The Director must be an excellent planner, organizer, and have keen attention to detail.PRIMARY DUTIES & RESPONSIBILITIES INCLUDE18-Month Advertised Institute PlanningAdhere to the established timelines for Planning Responsive Classroom Advertised Institutes.Collects, manages and reports on data to inform the Advertised Institute Location Plan.Research draft recommendations for Advertised Institutes locations to city, state and venue options as required.Finalize the Advertised Institutes calendar for dissemination; updates on a regular basis as needed.Meets planning timelines and successfully balances all the tasks required to plan the institutes.Provide regular and periodic reports on the progress of event planning, ensuring the planning stays on timeline.Project ManagementUpdates and follows a detailed work plan and schedule that identifies and sequences the phases and correlating activities needed to successfully complete annual advertised institute planning.Monitor the progress of each phase and adjust the schedule as necessary to ensure the successful, on-time completion of the plan.Follows an established communication schedule to update appropriate staff on the progress of the planning and to proactively resolve any issues that may hinder on-time completion of the annual plan.Review the quality of the work plan with the project team on a regular basis to ensure continuous improvement.Develop forms and records to document project activities.Evaluate the outcomes of the project as established during the planning phase.Venue Site SelectionFollows established best practices and event standards for assessing and choosing a venue for each Advertised Institute.Oversees and directs booking of host-sites and event venues.Communicates in a clear and professional manner with potential and existing school host-site and event venue personnel.Specify venue requirements to ensure the venue site meets the needs of the Advertised Institute and the participants.Manages school host-site and venue relations in order to sustain long-term positive relations.Maintains and regularly updates a database of current and potential school host-sites and event venues.Oversees the completion of host-site and venue agreements.Conducts pre- and post-venue evaluations and reports on outcomes.Organizes all venue files in an orderly manner, consistently reviews and updates SOPs and expectations.Maintains a clear understanding of the broad and specific marketing plans for each Advertised Institute to ensure the venue can accommodate those plans.Plan and manage technical and logistical services to ensure the seamless execution of each Advertised Institute.Oversees catering for meals and beverages and shortlisting vendors to provide these services.Ensures technology is available for each Advertised Institute.Liaises with the school host-site, venue representative and CRS staff to ensure a well-coordinated and successful event.Manages event expenses to budget and provides logistical support to resolve and prevent issues as they arise as the events occur.Excellent Customer RelationsOversees and manages host site relations.Respond to customers with respect and empathy and provide speedy solutions to meet their needs and…

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