Hybrid Work Mode: With a requirement of 2x days in the Gurgaon office (one of those days being a Wednesday)
Location: Candidates must live within reasonable travel distance to Gurgaon office years experience required from 2-3 years
Role Purpose
The Senior Planner, Registration is responsible for supporting the end-to-end registration experience for attendees and internal clients including the pre-conference setup of both the technological and logistical components. This role requires a strong focus on operational excellence and a commitment to innovation to support business growth and retention while maintaining the highest standards.
Primary Responsibilities
- Registration Site Management:
- Support the creation and maintenance of registration sites for 10+ destination conferences annually.
- Ensure sites are accurately set up with conference details, tested, and maintained for a flawless attendee experience.
- Serve as the main registration technology point of contact to support troubleshooting and maintenance for assigned conferences.
- Innovation and Continuous Improvement:
- Support the evolution of registration processes, ensuring they are engaging, personalized, and efficient.
- Enhance quality assurance processes and support the implementation of current technologies to improve the registration experience.
- Conduct data analysis to identify trends and attendee behaviors which directly impact the attendee registration experience
- Create detailed pre and post conference debriefs to review with team leaders and registration vendors
- Continuously seek out feedback from internal and external stakeholders on the registration process and experience
- Vendor and Stakeholder Support:
- Build and maintain strong relationships with external vendors and internal stakeholders.
- Collaborate with global registration teams and vendors on day-to-day operations and future initiatives.
- Financial Management:
- Responsible for maintaining accurate conference budgets through cost management and financial forecasting.
- Process third-party vendor invoices in a timely manner
- Identify risks and opportunities for cost optimization and resource allocation.
- On-site Support:
- Travel to conferences as needed to execute the Registration Lead role onsite and ensure seamless registration operations.
- Resolve queries and handle escalations from the registration vendor, attendees, and wider conference team
Expected Results:
- Enhanced registration experiences which leverage cutting-edge technologies.
- Scalable and consistent global processes that drive operational effectiveness.
- Strong relationships with partners and internal teams, fostering collaboration and confidence.
- Flawless execution of onsite registration experience.
Key Contacts:
- Internal: Global Registration Team, Business Solutions, Global Content, Finance, IT, Conference Logistics and other business units.
- External: Registration vendor and creative agencies.
Education and Professional Experience:
- Bachelor’s degree.
- 2-3 years of experience in project management within the events industry or registration experience.
- Experience with Event Management Software (e.g., RainFocus, CVENT) preferred.
Key Competencies/Knowledge, Skills & Abilities:
- A self-starter with strong planning and project management skills.
- Ability to facilitate collaboration across multiple functions and levels.
- Exceptional attention to detail and strong analytical abilities.
- Excellent written and verbal communication skills.
- Proficiency in utilizing external vendors and internal resources effectively.
- High sense of urgency with the ability to prioritize and multi-task.
- Robust relationship-building skills and customer focus.
- Technological proficiency in event management software and related tools.
- Fully competent in Microsoft Office, with strong Excel skills; Smartsheet and G Suite experience preferred.