Event Planner, Business and Conference

This role is part of the Destinations group. This group deliver thriving events, attractions, and destinations – Hamilton Gardens, Waikato Museum, Te Kaaroro Nature Precinct, and H3 venues (Claudelands Events Centre, FMG Stadium Waikato and Seddon Park).

All our functions within the group have a clear role to play in promoting Kirikiriroa Hamilton as a great place to live or visit. Through our work, we strive to ensure the city has a thriving event scene and world-class destinations, bringing economic, cultural and social benefits to our city. ​We align to one of Council's main priorities – a fun city with lots to do!

He angituutanga: The opportunity 

Are you passionate about delivering seamless business events? H3 is looking for an experienced Event Planner to work in the business events space.

In this role, you’ll lead the operational planning and delivery of a diverse range of business events, from conferences, corporate meetings, networking events and functions. As an individual contributor, you’ll own your events end‑to‑end, partnering closely with clients, suppliers, and internal teams to ensure every event reflects H3’s guiding principles and commitment to excellence.

What You’ll Be Doing Day to Day:

Client & Stakeholder Engagement

• Collaborate with clients to understand their vision, event goals, and key objectives.
• Build strong relationships with PCOs, event organisers, and strategic partners.
• Provide clear, timely communication to clients and internal teams.
• Work with the Team Leader – Business Events and Business Development to shape proposals and contracts.

Event Planning & Coordination

• Manage event budgets with accuracy and cost efficiency.
• Plan, upsell, and coordinate AV, catering, floor plans, security, cleaning, and other event requirements.
• Source and manage third‑party suppliers.
• Ensure events meet all regulatory, compliance, and safety standards.
• Develop contingency plans to mitigate risk and handle disruptions.

On‑Site Event Delivery

• Oversee smooth event setup and execution.
• Coordinate staff, room turnarounds, and on‑the‑day operations.
• Troubleshoot logistical challenges with a calm, solution‑focused approach.

Financial & Administrative Management

• Raise and receipt purchase orders and complete post‑event financial reconciliation.
• Maintain accurate documentation and event data.

Collaboration & Continuous Improvement

• Partner with internal teams to ensure alignment and exceptional service delivery.
• Identify opportunities to improve processes and elevate client experiences.
• Challenge the status quo and contribute to continuous improvement initiatives.

Evaluation & Reporting

• Gather client feedback and evaluate event performance.
• Prepare post‑event reports detailing outcomes, insights, and recommendations.
• Apply learnings to future events to enhance overall quality and efficiency.

This is a fixed term position until 31 December 2026.

Oo puumanawa me oo wheako | Your skills and experience

• Certification in Event Management, Hospitality, Business, or related field.
• 3+ years' experience delivering corporate or business events.
• Strong expertise in end‑to‑end event planning and execution.
• Ability to manage multiple events and competing deadlines.
• Skilled in budgeting, cost control, and securing favourable supplier agreements.
• Excellent relationship‑building and stakeholder management.
• Quick thinking and calm under pressure.
• Knowledge of current industry trends, standards, and compliance requirements.
• Experience with event management software and digital collaboration tools.
• Strong attention to detail and the ability to manage complex logistics.
• Ability to work flexibly, including outside standard hours when events require it.

He aha te wariu o te utu kaimahi? | What’s the salary? 

The salary for this role starts at 68,000, dependent on skills and experience.

Ngaa waahi whakarato painga kei a maatou: What we offer 

• Flexible by choice; an award-winning flexible working policy.
• Opportunities for professional development.
• Two Wellbeing days per year.
• Free annual health checks and flu vaccination.
• Discounted purchases from local businesses; gym memberships, cafes, dentists, hairdressers and many more.

Me Tono Inaaianei!: Apply Now! 

• View the position description.
• Click apply
• Complete the application process which will include answering specific questions related to your submission

If you wish to include a cover letter with your application, please combine this in the same file as your resume and upload as a PDF file. Alternatively, you can use the 'Write a message to the Hiring Team' text box.

Applications close on the: 13 February 2026

All candidates will be notified of the outcome on their application via email. Short-listed candidates will be required to complete an interview process, reference checks and a criminal check. This role is Safety Sensitive so a pre-employment medical including drug and alcohol test will be required. View more information about these checks and our commitment to the Privacy act here by clicking here

It is important to us that we support you throughout our selection process (interview and assessments). If you have any access needs during this process, let us know in advance so we can make sure these are met.

As a council, we believe in creating a welcoming environment where everyone feels valued and belongs. We value inclusiveness (Kotahitanga) – we respect and value the unique perspectives, experiences, and talents that everyone brings. 

This role is being sourced directly. If/where Hamilton City Council requires the support of a recruitment agency, we will seek this support from our panel of selected agencies. Hamilton City Council will not be responsible for, and will not pay, any commissions, fees or other payments related to unsolicited contact.