This post is part of the HopSkip Planner Spotlight Series where HopSkip spotlights planners across the industry to bring awareness of how they adapted to COVID-19, communicating and lessons learned and sharing how they are viewing the meetings and events industry in a post-pandemic world.
Name: Jared Ellis-Pérez
Company Name: National Association of Bond Lawyers
Job Title: Senior Manager, Conference Manager
Years of Experience: 6
How did you get your start in the events industry? What made you pursue this role?
I've been involved in the events industry for as long as I can remember. Some of my earliest memories are of being on show site with my parents, clumsily attempting to coil cables while my brother stood behind me redoing them… I started my professional career in 2017 at the age of 18. I had a few good months before the industry I knew almost nothing about turned into an industry nobody knew anything about. Overnight we were all starting at square one, learning this "new normal." I have always prided myself on my ability to pivot and adapt, so that is exactly what I did. I learned absolutely everything I could about Zoom, virtual meetings, and new technologies. It seemed there was a new event platform being launched every hour for a while. As the Covid restrictions started to ease, I was able to expand my skills to include hybrid technology. I was fortunate enough to have the opportunity to join the Chicago union, where I worked as a streaming specialist. From there, my reputation began to grow, and suddenly I was streaming meetings for Fortune 500 companies. On a random Thursday in October, I got the call to come in and stream an event for the National Association of Bond Lawyers. I will forever be grateful that NABL saw the potential in this 22-year-old kid and offered me a position as their Hybrid Technology Consultant. The position grew into a full-time career, and I am so proud to represent this association as the Conference Manager.
How would you describe your role or responsibilities as a professional event planner?
My role within my association is to collaborate. That may seem like the obvious answer, but I have learned it is the single most important thing I can do as a planner. I like to say, "I don’t always know everything, but I always know someone who does." I plan 3 Signature Conferences a year across the country as well as regular Board Meetings and Educational Webinars. I collaborate with the CLE Director to get our events accredited in every state. I collaborate with the Communications Director to spread the word so we have people actually come to the event. I collaborate with our Operations Manager to stay on track and keep things running smoothly. I collaborate with our Event Consultant, who mentors me in situations I have never encountered. I collaborate with the Education Committee and the Diversity Committee, so we have something to talk about at the event. All of this to say, while the planner may be the face, an event only happens with the support of an army that has your back.
How do you compare planning your first in-person event post-pandemic, to planning meetings/events pre- Covid? What was different and unique? What was similar?
The first event I ever planned was in the heart of Covid. When people talk about the "new normal," I can't relate because this is the only normal I have ever known. I will say there is a noticeable difference in the energy of the events I have attended and worked on. People have always loved going to events pre-Covid, but now there is this intense sense of joy and excitement I have never seen before. I just finished up a signature conference in Baltimore. The joy in the air was palpable and so infectious that I couldn’t help but smile every time I walked into the room. It is easy to take these events for granted, so I am really happy to see people taking full advantage of this time we have back.
What challenges have you faced in your work as a meeting and event planner, when working with suppliers or sourcing a venue and how did you overcome them?
My entire career has been trial by fire. I have yet to encounter a boring day where I felt like I had it all figured out… and quite frankly, I don’t think I ever will. To keep up with the constantly changing environment of the industry, I will always be encountering unique situations I have never seen. I am fortunate enough to have worked with some amazing vendors, and usually there has always been a common solution to any situation.
Are there any key lessons or insights that have shaped your approach to event planning over the years?
Don’t be afraid to get your hands dirty! This applies to all planners, but especially new planners and people looking to break into the field. Before Becoming a full-time planner, I worked in the Chicago projectionist union, I worked in a restaurant and got food safety certified, I did freelance, and I worked in the theater on and off stage. It is so incredibly important to not just learn about every area in our field but to also experience what is like in that position. I can communicate with a banquet captain in their language and look out for potential health hazards because of the time I spend in the kitchen. I can go through my AV quotes with a fine toothcomb and know exactly what each piece of equipment does. The bottom line is to never stop learning.
Due to the pandemic, our events community had to evolve, adapt, and grow. Many planners started to embrace new technologies as a result of the pandemic. What new tech are you using today in your planning process as a result?
AI has become my favorite tool as a planner. I use it for all the little automated tasks like taking notes during a meeting, scheduling appointments, and checking my work for clarity and spelling. I use AI every single day, and it has helped tremendously. To see how much AI can help transform our industry, I asked chat GPT that very question, and here is what it had to say... "Chat GPT and other AI tools can be incredibly useful in assisting meeting planners in a variety of ways. Firstly, they can provide real-time language translation during meetings, breaking down language barriers and enabling effective communication among participants from different linguistic backgrounds. AI tools can also assist in scheduling and organizing meetings, automatically suggesting available time slots, sending out invitations, and managing RSVPs. They can help in generating and distributing meeting agendas, minutes, and action items, streamlining the administrative tasks associated with meeting planning.
AI can assist in conducting sentiment analysis during meetings, providing insights into participant engagement and emotions, which can be useful for gauging the effectiveness of the meeting and identifying areas for improvement. Furthermore, AI tools can assist in capturing and transcribing meeting discussions, making it easier to review and refer back to important points. Additionally, they can support meeting planners in generating summaries or reports by extracting key information from the meeting transcripts. Finally, AI can assist in automating post-meeting tasks, such as sending follow-up emails, assigning tasks, and tracking progress. Overall, AI tools provide valuable assistance to meeting planners, optimizing efficiency, enhancing communication, and improving the overall meeting experience [...] Remember to explore specific tools and services that suit your requirements and integrate them into your meeting planning process to leverage the power of AI in assisting meeting planners." See my entire conversation with Chat GPT here https://chat.openai.com/share/66753bec-7440-4429-8df7-2a281c4e8f41
Since education and relationships are two major pillars in the meetings and events industry, any suggestions on how other planners can learn and network with their peers across the industry?
Networking has been key in my journey as a meeting planner. My mentors have been a lifeline, helping me navigate tough challenges. Joining forums or Facebook groups is a quick way to tap into a global community of planners ready to lend a hand. Find educational events that align with your career goals, whether it's domestic or international planning, associations, or trade shows. If you're unsure, jump into a discussion page and ask peers for their recommendations. Their insights can be invaluable in making decisions that shape your path.
This post is part of the HopSkip Planner Spotlight Series where HopSkip spotlights planners across the industry to bring awareness of how they adapted to COVID-19, communicating and lessons learned and sharing how they are viewing the meetings and events industry in a post-pandemic w,orld.