Conference & Event Planner

Overview

The Linux Foundation is creating the greatest shared technology investment in history by enabling open source collaboration across companies, developers and users. We are the organization of choice to build ecosystems that accelerate open technology development and commercial adoption.

Position Overview

We are looking for a Conference + Event Planner to support the Linux Foundation’s Event Services team to continue to deliver high quality, successful events for our community. The Event Services team manages 30+ global events annually, ranging in size from 50 – 3,000+. This position requires overnight and weekend travel to events both domestically and internationally (20%). This position is remote and reports to an Event Manager.

In this position, you would:

• Plan, execute and manage all aspects of events and conferences including space planning, food and beverage, AV, room blocks, timelines, detailing BEOs, staff scheduling, production, exhibit design, internet, stage design, registration management, attendee communications etc.
• Update and maintain event websites, online registration forms, event schedules and mobile apps
• Work closely with internal cross-functional teams for successful execution of events and to meet event goals and objectives
• Manage external vendor relationships, inclusive of negotiating budgets and contracts.
• Manage individual event budgets, with focus on keeping event under budget and reducing costs while getting the most bang for the buck
• Create event project plans, timelines and to-do lists; capably partner with other members of event team on larger events for execution.
• Copywriting and proofreading for event materials including website, signage, conference guide, email newsletters, and event services client pitches
• Create and deploy attendee email communications and post-event surveys
• Manage post-event invoices and billing
• Provide on-site support at multiple events annually (domestic and international); 20% travel

Required Skills & Experience

• BS/BA degree and minimum 5 years of event management experience (specifically, experience must be in one or more of the following areas: managing B-to-B conferences as a corporate planner, at a 3rd party event management firm/agency, or as a convention services manager at a hotel
• Previous experience executing conferences without using an outside agency or DMC
• Prior experience working with a team to produce events
• Thorough understanding of the event and meeting management process – conception to completion.
• Must have the ability to manage multiple projects/events in a fast-paced, multi-faceted, creative environment and must be able to work well under pressure
• Meticulous organizational abilities and concise and effective verbal and written communication are required; high attention to detail
• Ability to adapt to challenges and opportunities with a solution-oriented perspective; excellent strategic thinking and critical reasoning skills
• Creative, positive energy, self-directed, amiable, and composed under pressure; helpful and humble
• Client services and hospitality mindset
• Strong computer experience; proficiency with Office, Google Docs, Adobe products as well as event specific softwares (registration management software, scheduling management software, mobile apps) – previous experience with RegOnline, SugarCRM, Salesforce, EventBrite, Asana and/or Basecamp a strong plus.
• Copy writing, editing and/or proofreading skills a plus
• More specific experience in one or more of the following areas of event management a plus: Technical Production/AV, Event Design, Event Marketing & Communications, Sponsorship/Trade Show Coordination, Content Coordination

Events Team Description

In addition to the execution of its own 16+ events/year, The Linux Foundation supports the community by managing community events & conferences, and offers event management services for organizations and companies in the open source & cloud hemisphere.

The Linux Foundation’s events serve two important purposes: providing a neutral collaborative environment that advances the state of the art of the Linux platform and providing network and education opportunities in the technical, business and legal arenas so companies and individuals can get the most of their investment in Linux.

Company Culture & Benefits

The Linux Foundation is a largely all-remote workforce that hires top-notch talent.  We are as passionate of providing a flexible and supportive work culture as we are in Open Source Software.  Collaboration is in our DNA, and we pride ourselves on being able to work closely together while not being tied to an office.  We offer exceptional benefits – e.g., Fantastic health care, Unlimited PTO, 100% 401k match up to $18k, profit-sharing and exceptional healthcare plans.

The Linux Foundation is an Equal Opportunity Employer.