(S) Seasonal Planner

Austin, TX, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Type:

Hourly

Rate:

Range $25.00 - $36.00

Work Schedule

Standard Hours

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Flexible Schedule

Employee Discounts

Job Description

SXSW (South by Southwest) is a globally recognized platform that celebrates the convergence of the interactive, film, and music industries. Established in Austin, Texas, SXSW is renowned for its annual conferences and festivals that draw thousands of attendees, including professionals, artists, and enthusiasts, from around the world. The organization is committed to fostering creativity and innovation by providing a dynamic environment where ideas, technology, and culture intersect. SXSW has a rich history of hosting high-profile events that support emerging talent and promote dynamic networking opportunities across various sectors. As a company rooted deeply in the vibrant culture of Austin, SXSW... Show More

Job Requirements

Bachelor's degree or equivalent experience
Minimum three years experience in event planning for medium-to-large conferences, trade shows, or festivals
Strong communication and interpersonal skills
Proficiency in event diagramming and standard office software
Ability to work under pressure and adapt to extended working hours including evenings and weekends
Physical ability to lift up to 30 pounds occasionally
Willingness to work on-site in Austin, Texas, including nights and weekends during event season
Ability to manage multiple tasks in a high-stress environment

Job Qualifications

Bachelor's degree in a relevant field or three (3) years of experience planning medium-to-large conferences, trade shows, and festivals
Knowledge of best practices for convention, trade show, and festival production
Ability to work and communicate well under pressure
Proficiency with Social Tables (or similar) event diagramming software
Proficiency with standard business software (Microsoft Office Suite) and (Google Suite, Slack, AirTable)
Ability to communicate effectively with clients, vendors, and colleagues
Developed time management and organizational skills, and the ability to lead various-sized meetings

Job Duties

Schedule and track venue rooms for conference sessions and events to ensure accurate use of space across multiple locations
Design and maintain floor plans for sessions, lounges, workspaces, and other event areas, tailored to programming and logistical needs
Budget and order event services and supplies, including audio-visual equipment, lighting, furniture, carpet, drape, and food and beverage, according to venue specifications
Proofread and coordinate signage orders, and assist with on-site signage placement and enforcement of signage guidelines
Schedule security and event staff, and provide on-site supervision to ensure the smooth execution of events
Build and maintain working relationships with vendors, suppliers, and facilities to support planning needs and operational consistency
Recruit, onboard, and train planning department interns before and during the event season to support department operations
Provide ongoing logistical support to Planning Department team members throughout the planning and execution phases of events
Serve as the primary on-site contact for designated venues, overseeing all logistical operations to ensure events run smoothly and according to plan
Coordinate vendor, exhibitor, client, and staff load-ins and load-outs to support timely and accurate setup and breakdown at official SXSW venues
Verify room setups and turnovers by reviewing Banquet Event Orders (BEOs), confirming furniture arrangements, and conducting daily walk-throughs to ensure compliance with event requirements
Monitor general venue security and address operational needs in collaboration with security teams and venue staff
Track and support food and beverage service, loading dock activity, and equipment deliveries in coordination with vendors and venue management
Oversee and document Affiliate Activities to ensure they align with pre-approved guidelines and report non-sanctioned or guerrilla activations
Remain on-call during evenings and nights to support, monitor, and troubleshoot post-6 p.m. activities, including parties, award shows, festival events, and communications centers
Supervise changeovers of event spaces, including exhibit halls and conference rooms, to maintain schedule integrity and operational flow

Job Qualifications

Experience

Mid Level (3-7 years)

Job Location

We didn't receive the exact location for this job posting,

please contact the employer.

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