Event Planner - St Louis - Utopia Experience

Description

Event Planner

Shape Experiences That Move Industries Forward

St. Louis, MO-based | Full-time | 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. 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

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.)
• Proven success managing $100K+ event budgets with strong financial discipline
• Real hotel contract negotiation experience (you understand attrition)
• Hands-on experience with registration platforms
• 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. One week, you might be helping to execute a conference that raises $800K for literacy programs, the next week, a summit where leaders make decisions impacting thousands of employees, and the following, 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

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

The Perks

• $60K-70K base salary + performance based discretionary 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)
• Work with nonprofit organizations who are 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, , Google Sheets)

You must be:

• Based in—or willing to relocate to—the St. Louis area
• 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) Apply above + send 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) If selected, you'll have your round one interview with Lachlan

3) Second interview 3-5 days later with our operations team

4) Third interview with possible offer (within 30 days of first interview) about fit, growth, and expectations

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