Position: Senior Programming Event Planner
Reports To: Senior Director of Marketing and Programming
The 'Quin House is a multi-award-winning modern private social club in Back Bay that brings together a diverse mix of interesting and interested members of all ages, industries, and backgrounds to forge meaningful connections, expand lives and create a community of impact.
A vibrant, reimagined hospitality venture intended to enrich the lives of those who join, the club is based on the core principles of providing a place in the city that embraces diversity & inclusivity, stimulating experiences in programming, amazing food and beverage, beautiful design, top-notch hospitality and philanthropy.
WHO ARE WE LOOKING FOR?
The ‘Quin Senior Programming Event Planner is a full-time position and key role on the Programming team. Drafting plans within the department’s determined strategic framework – a blueprint, the planner supports the Senior Director of Programming organizing a mosaic of ~400 relevant events annually. The event planner has a discerning eye for interesting content that would be most appropriate for a quiet luxury brand and its members. With a strong ability to meet the interests of a diverse community, the planner is methodical in proposing and enacting professional relationships while planning against a 12-month ongoing calendar. Precise time management, prioritization, and eloquent delivery are essential to this position. Poised to plan against a big picture schematic and carry the vision down to the very last detail, the event planner is constantly working within this range to ensure an exceptional product. While this position is not immediately responsible for direct reports, their role is intimately intertwined with the Programming Producer and Event Services Manager. This role does require oversight/execution of events at a minimum twice per week.
Primary Responsibilities/essential Job functions
Pre-Event Planning:
Demonstrates a strong understanding of the established programming department strategy and goals through their ability to concept events which fall into new and existing genres, meet the moment, and carry thematic alignment, mapping back to key priorities.
Planning and securing events within a 12-month outlook, with ability to detail the events at least 3-months in advance. The planner has events in a polished final state to ensure their ability to accommodate timely opportunities with ease.
Collaborates with The ‘Quin’s philanthropic arm – The ‘Quin Impact Fund, to support their infrastructure of onsite events.
Lead communication with existing and prospective partner organizations/brands/talent to gain alignment on opportunities, carrying the partnership through to contract phase.
Oversight of all 3rd party vendor contracts (breaks, meal requirements, etc) to ensure alignment with organizational expectations and capabilities.
Manages the influx of program ideas, with thoughtful and timely responses to all inquiries and active engagement and planning as fit.
Understands the footprint, capacity, and availability of clubhouse venues and works collaboratively around Private Events and Restaurant GMs to secure and utilize venues effectively. Thinks strategically about how to maximize accommodation at all onsite events.
Collaborates with Event Services Manager to develop and deliver pre-event details to secured partners:
Talent agenda/event timeline
Reinforcing club policies
Arrange & secure all physical materials (signage, books, menus etc.)
Responsible for departmental budget management and able to negotiate engagements with a trade value of audience exposure.
Effective communication of plan progress to the Senior Director is essential.
Event Execution:
Taking a leadership role at select Programming events, the Senior Planner is responsible for the success of events in the host venue. They maintain a professional organizational presence orchestrating a cohesive operation between FOH, BOH and catering staff.
Ensures the event starts and ends on time and cues any Q&A, voting, or auxiliary components so that members clearly understand the agenda and related segments.
Delivers member-facing program opening and closing remarks as needed.
Facilitates the launch of virtual attendance to key events with expected demand through new digital channels.
Oversight of vendor set up and break down
Post Event Coordination:
Identifies new and innovative ways of executing events and meeting challenges with solutions.
Regularly issue thank you notes to programming partners following events.
Works closely with the Director of Programming to deliver detailed quarterly plans to ownership and leadership.
The Senior Planner is highly analytical - proficient with data collection and well-equipped to lead regular analysis to ensure KPIs are met.
All other projects as assigned.
WORK ENVIRONMENT/ PHYSICAL DEMANDS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands and reach with hands and arms and frequently ascend and descend multiple flights of stairs. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must frequently lift and/or move up to 40 pounds.
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