Senior Event Planner

Event Planner

Shape Experiences That Move Industries Forward

St. Louis, MO-based | Full-time | $60K-70K base + performance bonuses | Travel required

Overview:

This isn’t a “coordinate vendors and make timelines” kind of event planning role.

This is about orchestrating high-stakes, high-visibility experiences where failure isn’t an option and excellence is the baseline. You’ll be the strategic architect behind:

• Conferences that define industries
• Nonprofit galas that fund life-changing missions
• Corporate events that reshape company cultures

Our average event is 500–2,000 attendees, six- and seven-figure budgets, and clients who trust us with their most reputation-defining moments. If complexity energizes you, if a 47-tab spreadsheet feels like a puzzle instead of a panic attack, and if you secretly enjoy being told “this might be impossible” — keep reading.

What You’ll Actually Do (Day-to-Day):

The Strategic Work

• Own the full planning lifecycle for conferences, corporate events, and nonprofit galas ($100K–$1M+ budgets)
• Negotiate hotel contracts that protect margins and make finance teams happy
• Design sponsorship packages that feel like true partnerships; not logo dumps
• Build thoughtful, intuitive (Cvent, Stova, Whova) registration pages that attendees don’t hate using
• Manage AV procurement and other vendor partners with confidence (you know why 20K lumens actually matters)

The Execution Work

• Create signage plans, event assets, and attendee journey maps
• Manage complex logistics: multi-track conferences, dozens of speakers, layered run-of-shows, and tight timelines
• Travel to events across the U.S. (and increasingly internationally) to ensure thoughtful on-site execution
• Coordinate clients, production teams, vendors, and VIP speakers like a conductor keeping everyone in sync, in tempo, and (mostly) on key.

The Growth Work

• Help refine and scale our planning processes as we expand into new markets
• Bring ideas that make our events, systems, and client experience better
• Collaborate closely with event coordinator, VP of operations, creative, production, and business development teams for inspiration, innovation, and brainstorming

Who Thrives Here:

You Have the Experience

• 3–5+ years planning corporate events, conferences, and/or large-scale nonprofit galas (not weddings. Not social events.)

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• Proven success managing $100K+ event budgets with strong financial discipline
• Real hotel contract negotiation experience (you understand attrition)
• Hands-on experience with Cvent or similar platforms (you must have Cvent experience)
• Comfort working with AV vendors (you understand the difference between a projector and LED walls), production teams, and technical requirements

You Have the Mindset

• You spot problems before they become emergencies—and already have backup plans
• Details don’t drain you; they energize you
• You understand events are reputation-defining moments
• You stay calm under pressure because… well, that’s just event life; plan tight, hang loose!

You Have the Personality

• Natural relationship builder who makes clients feel confident and cared for
• Clear communicator who can translate technical jargon into layman
• Team player who jumps in wherever needed (setup + load-in + strike)
• Self-starter who doesn’t need (too much) hand-holding, and humble enough to ask for help

Why Utopia Experience Is Different:

The Work

• We don’t produce generic meetings. We create experiences for organizations advancing industries, funding cancer research, and driving real change. When you help execute a conference that raises $800K for literacy programs, a summit where leaders make decisions impacting thousands of employees, or an annual convening of policymakers shaping laws that affect millions; this work matters

The Growth

• 23 years in business, 2,000+ events produced—and still growing like a startup
• Your ideas matter here (we truly mean that)
• As we expand into new markets (Kansas City, Canada, Europe, California, Nashville), you’ll help shape how that happens
• Your performance directly impacts profitability and your bonus

The Team

• Led by Joey (President), Jordi (VP of Operations), and Steph (Head of Marketing & Growth)
• Work alongside Roe (Director of Production), Lachlan (Creative Director), and a seriously talented business development and event specialist team
• No egos. No corporate fluff. No pointless meetings.
• We actually like each other and want to win. Together

The Travel

• 8-10 weeks per year on average (not consecutive)
• Mostly U.S.-based, with growing international opportunities

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• When possible, we build in time to explore + family dinners

The Perks

• $60K-70K base salary + performance bonuses
• Flexible PTO (we trust adults to manage their time)
• 100% 401(k) match up to 3%
• Hybrid schedule: Office Tue/Wed/Fri, WFH Mon/Thu (when not traveling)
• Discretionary bonuses tied to company performance
• Work with nonprofit organizations making the world better

The Non-Negotiables

You must:

• Be legally authorized to work in the U.S.
• Have reliable transportation
• Be flexible with evenings and weekends during event season
• Have a valid passport (or be willing to get one)
• Be comfortable with modern tech (Cvent, Hubspot, Monday.com, Google Sheets)

You must be:

• Based in—or willing to relocate to—the St. Louis area (we'll help cover relocation expenses)
• Passionate about experiences that actually matter
• Someone who sees event planning as a craft, not just a job
• Comfortable with accountability and high standards

How We Hire:

1) We respect your time. Here’s the process:

--> Apply with a 1-3 minute video sharing (no longer than 3 minutes):

-Why Utopia and this role

-The most complex event you’ve planned

-What genuinely excites you about event planning

2) Initial conversation with Lachlan

3) Working interview with our operations team (real scenarios, real discussions)

4) Final conversation with leadership about fit, growth, and expectations

** If you do not submit a video, you will not be considered for this position.