This position is a key part of the agency’s education and outreach efforts, leading the planning, management,
and implementation of the agency’s annual Real Places Conference. The event planner may also assist programs across the
Community Heritage Development Division and the agency with the planning of other, smaller public events. The event
planner may also assist with the agency’s, one-time, host responsibilities for the national Main Street Now Conference taking
place in 2020.
The Real Places Conference draws 400-500 professionals and volunteers from a variety of preservation-related fields and
expertise. Conference participants include members of the public, agency staff, Texas Historical Commission members, award-
recipients, sponsors and partners, along with city, county, and state officials. The fourth annual event takes place in January of
2020 and planning for the 2021 conference has begun. The three-day conference incorporates nearly 70 speakers and more
than 40 educational sessions, workshops, or special events. The event planner will oversee the conference budget, generally in
the $250,000-$300,000 range. Conference registrations grew by nearly 40 percent between 2018 and 2019 with very high
levels of attendee satisfaction and expectations. The event planner will be responsible for projecting and managing continued
growth of attendance and revenues and will work closely with colleagues to develop relevant, high-quality content.
Conference planning and implementation includes staff from multiple agency divisions as well as the agency’s affiliated
nonprofit, Friends of the Texas Historical Commission. The event planner will be responsible for coordinating the efforts of
these internal partners as well as coordination with outside vendors and event professionals. The conference is currently held
in the Austin area, but its location may vary in the future, potentially increasing the required travel during planning and
As time and resources permit, the event planner may assist or coordinate other special events such as the Texas Main Street
Program’s First Lady’s Tour of new cities; periodic trainings, workshops and webinars for agency programs; and quarterly
meetings of the Commission. The event planner is not directly responsible for creating the educational content of these events
or of the Real Places Conference. The agency staff serve as subject matter experts, but the event planner provides
organizational and logistical expertise to engage speakers.
Work involves coordinating the planning and initiation of events at various levels of completion; monitoring the progress and
schedule of events and tasks; and communicating with project stakeholders, management, and other relevant parties.
The Project Manager job classification series is intended for employees that are responsible for the successful initiation, daily
oversight, and delivery of projects. Project managers are typically responsible for leading the project lifecycle from project
initiation through completion. The Event Planner works under moderate supervision, with latitude for the use of initiative and
1. Coordinate and direct the visioning, planning, and execution of a successful conference and other special events.
2. Maintain and insure effective scheduling and planning.
3. Develop and maintain project budgets, schedules, work plans, resources requirements, and cost estimates and projections.
4. Coordinate venue selection, RFP processes, negotiations, food & beverage selections, audio visual requirements, and
liaison with the hotel and vendors.
5. Establish, maintain, and monitor the registration system(s).
6. Organize conference programming, including the work of committees.
7. Coordinate the receipt of session/speaker submissions and the evaluation process.
8. Ensure the collection, submission and approval of continuing education credit materials with professional organizations.
9. Coordinate the stipends and scholarship processes.
10. Plan and coordinate the agency staff providing services during the event and provide or coordinate on-site staffing and
11. Support the work of the Friends of the Texas Historical Commission to recruit sponsors, partners, and exhibitors.
12. Collaborate with Communications and other agency staff in marketing and production for the event.
13. Coordinate, plan, and evaluate events using accepted event management methodologies.
14. Compile and distribute event information, periodic status reports, budget expenditures, and historical statistics or data;
provide regular updates to management, teams, and others of event status and related issues.
15. Develop and monitor criteria for evaluating programs, proposals, and other pertinent information related to events.
16. May review and recommend proposals and bids to management.
17. May identify potential event risks and difficulties and design strategies to mitigate or avoid them.
18. May assign duties and responsibilities and coordinate the work of staff.
19. Work towards financial and environmental sustainability for events.
20. Ensure that appropriate state policies and procedures including for procurement are followed.
21. Adhere to established work schedule with regular attendance.
22. Follow all THC safety guidelines/procedures and ethics requirements.
23. Perform other duties as assigned.
- Graduation from an accredited four-year college or university with major course work in a field relevant to the assignment;
such as hospitality or tourism management, marketing, public relations, communications (two years of relevant work
experience related to the essential duties may substitute for one year of college);
- Minimum one-year work experience in event planning or event management;
- Valid driver’s license, acceptable driving record and ability to drive a state vehicle;
- Required to travel up to 10% of the work period; and
- Graduation from an accredited four-year college or university with degree or major course work in a field relevant to the
assignment; such as hospitality or tourism management, marketing, public relations, communications;
- Certification(s) relevant to position such as Certified Government Meeting Professional (CGMP); Certified Meeting
Professional (CMP); or Certified Special Events Professional (CSEP);
KNOWLEDGE, SKILLS AND ABILITIES:
- Minimum three years full-time experience in event management or event planning;
- Experience planning events with the Cvent software platform;
- Experience planning or managing professional conferences and educational programs; and
- Experience in coordinating the work of others, including peers and volunteers.
- Knowledge of event management theories and practices;
- Skill in event management monitoring and in the use of a computer and applicable software for event planning and
management as well as database and spreadsheet programs;
- Skill in negotiation with venues and vendors;
- Excellent verbal and written communication, human relations and organizational skills;
- Skill in providing customer service excellence to both internal and external customers;
- Ability to exercise sound judgment in making critical decisions, to analyze complex information and develop plans to
address identified issues, to demonstrate negotiation and facilitation skills, to identify project risks, to prepare reports and
charts, to communicate effectively, and to assign duties and responsibilities and coordinate the work of event staff;
- Ability to conform to Meeting and Business Event Competency Standards (MBECS) or equivalent;
- Ability to assess event or project feasibility;
- Ability to analyze problems, evaluate alternatives and recommend effective solutions;
- Ability to process information in a logical manner and to assess validity;
- Ability to work in a setting requiring self-motivation/cooperative decision-making and to work effectively with diverse
groups of people;
REGISTRATION, CERTIFICATION, OR LICENSURE:
- Ability to work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail;
- Ability to multi-task in a fast-paced environment;
- Ability to adapt successfully and quickly to change and deliver quality results in a timely manner;
- Ability to plan, organize and work independently, as well as within a team environment;
- Ability to train others;
- Ability to exercise sound judgment and discretion; and
- Ability to maintain the highest level of confidentiality.
Must have or obtain a valid Driver’s License and Defensive Driving Course to be able to operate state vehicles.
Normal office work environment and may have exposure to dust and environmental
allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking;
standing; pulling and pushing; kneeling, stooping and bending; performing tasks requiring fine motor skills and coordination;
and safely lifting and carrying items weighing up to 30 pounds. Must be able work extended periods at a computer, and may
require working extended hours and some evenings, weekends and overnight, as needed. Involves safely operating a state
vehicle and driving for long distances and traveling by airplane.
REMARKS (Application procedures, Special requirements):
State of Texas application must be submitted through the Work In
Texas website at www.workintexas.com. You must have a Work In Texas profile in order to login and complete the application.
If you have questions regarding the application process, please contact your local Work in Texas office. Only applicants
interviewed will be notified of their selection or non-selection. Resumes will NOT be accepted in place of a completed
The Texas Historical Commission is an equal opportunity employer and does not discriminate on the basis of race, color,
religion, sex, national origin, genetic information, age or disability in recruitment, selection, appointment, training, promotion,
retention or any other personnel action or deny any benefits or participation in programs or activities which it sponsors.
Section 651.005 of the Government Code requires males, ages 18 through 25, to provide proof of their Selective Service
registration or of their exemption from the requirement as a condition of state employment.
As part of the employment process, THC will conduct a driving and criminal background check. Unsatisfactory information
relevant to the position may disqualify the applicant from employment.
Disability access for testing and interview accommodations can be provided upon reasonable notice by contacting Human
Resources at 512-305-6729.
THC participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland
Security with information from each new employee's Form I-9 to confirm work authorization.