Event Planning Consultant at RTI International

The chosen planner will provide RTI with administrative and logistical in-country conference support upon placement of a contract through to the completion of the event. RTI staff will provide consultation and assistance as needed. All work products will be reviewed by the Senior Event Consultant or an RTI team member before being deemed final. The planner will provide regular email updates on his/her tasks and progress. RTI will provide all designs for collateral and will be responsible for the payment of any external services, such as printing or ordering costs. The planner will report to the Senior Event Consultant.

The Assignment

Work Requirements

The planner will be responsible for performing tasks throughout the weeks leading up to and on the days of the event. The following is a list of these tasks:

 Venue

• Provide assistance and counsel in selecting an event venue.
• Serve as main liaison with the conference venue on behalf of RTI.
• Assist in managing venue room reservations and room details such as seating layout and screen height
• Manage all AV requirements and communication with AV key personnel
• Setup of on-site requirements and requests (e.g., accessibility)
• Ensure comfort and aesthetics of conference room and proper signage/directions to room.
• Ensure all presentations and slides are provided to conference centre AV staff by March 15th, and that the presentations are loaded properly.
• Ensure that all required AV equipment has been ordered, including the appropriate staffing.
• Coordinate with the conference centre AV staff to ensure that AV equipment is working properly on the day of the conference.
• Coordinate with the conference center and the Senior Event Consultant to plan and execute a partner exhibition area.
• Coordinate onsite staffing for the conference, including venue staff and RTI staff
• Manage catering logistics, including final counts, menu and special needs in correspondence with RTI
• Ensure proper direction signs are placed throughout venue for attendees

Travel Logistics

Advise on transportation logistics for speakers and attendees to the venue in communication with RTI

Conference Materials

Responsible for the communication and coordination of all in country printing and delivery to venue, including but not limited to:

• Event program and handouts
• Brochures
• Attendee list
• Name tags
• Table/name tents
• Responsible for the identification of printing companies in the area
• RTI will provide the electronic files
• Prior to printing, the planner is expected to obtain cost estimates, based on specs provided by USAID (number of pages, number of copies, color or B/W, paper weight, size, etc.)
• Coordinate delivery of USAID-branded marketing material to be distributed at the conference.
• Coordinate delivery and return of USAID-branded display material to be used at the conference.
• Objectives of the Assignment
• A successful event.

Qualifications

Experience in managing large events and communications activities on behalf of a trade association, think tank, PR agency, corporate communications office, or nonprofit organization preferred.

USAID experience a plus.

Skills and Abilities:

• Extremely strong organizational and prioritization skill with strong ability to adaptively manage to objectives, resolve issues and escalate as necessary.
• Strategic thinker with proven ability to link event objectives to specific prioritized workplan
• Exceptional interpersonal skills, including the ability to work collaboratively and establish strong working relationships with key colleagues
• Self-starter, able to think creatively and work independently;
• Ability to thrive in a fast-paced work environment and carry out multiple activities and projects with competing deadlines;
• Excellent oral and written English language communication skills;
• Willingness to travel domestically in Nigeria if necessary.

Remuneration

We offer a highly competitive remuneration.

Location

Abuja

LOE

30 days