Event Manager

Sourcing Oversight                                                                            

• Conduct "kick-off" call with client to obtain meeting details in preparation for sourcing                                                                            
• Work with customers to develop, coordinate and implement their meetings, incentives and events.
• Prepare benchmark costs workbook to secure meeting approval
• Initiate property search using eRFP technology
• Leverage clients preferred properties in their Meetings and Events program                                                                                                  
• Monitor property responses, prepare availability grid and present to customer for property selection                                                             
• Negotiate contract T&Cs and concessions following client guidelines                    
• Prepare Contract Sign Off Workbook to properly represent contracted financial obligation and track cost savings                          
• Manage contract process to produce fully executed contract and supporting documentation

Budget and Financial Management                                                 

• Finalize meeting budget with actual spend, cost savings and payment/accrual information                                                                  
• Fully reconcile final invoices and submit requests for payment within payment guidelines

Vendor Relations

• Utilize preferred vendors for quality of service, minimization of risk, and maximum pricing advantage
• Operate in an ethical manner with vendors, in accordance with established standards
• Keep vendors current on proposal status.  Block appropriate space and release all unneeded space on a timely basis
• Negotiate all supplier contracts for the best possible prices and concessions in order to achieve contractual client SLAs                     
• Maintain the highest level of quality, professionalism, and integrity  when negotiating with suppliers and interacting with clients and colleagues

Registration Management                                                                

• May need to support and back up RM team; build and maintain registration websites, electronic invitations and confirmations for each assigned event following client guidelines and within client driven timelines.                                                                                                 
• Oversee aspects of the website design, understanding system capabilities and reporting parameters to ensure data is captured appropriately for reporting purposes.                                                    
• Work within the registration website technology to manage thresholds for arrival/departure parameters, room blocks, room block changes, activities, roommate assignments, data capture and reporting.

Project Management

• Plan and manage meetings, conferences, and/or conventions
• Work with client to develop, coordinate and implement travel program agendas and itineraries.                                                                         
• Develop and conduct client site inspections as required and follow up with site inspection notes, revised estimated budget, program itinerary and program timeline.                                                                        
• Schedule, prepare and facilitate weekly team meetings with respective program teams for each assigned program. 
• Prepare meeting recaps and distribute to respective team following each team meeting.                                                                                                   
• Negotiate and purchase ground transportation, entertainment and décor elements via preferred Destination Management Companies and/or direct vendors.

Other:

• This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this position.  The employee may be asked to perform other duties and responsibilities, as necessary.

Education / Knowledge / Experience: (Subject to local laws and practices)

Essential:

• Minimum of 2 years experience in planning meetings, incentives, conventions, conferences and/or special events
• Minimum of 2 years experience managing outside vendors, sourcing and negotiating contract services
• Minimum of 2 years experience in client management
• Proficiency in Microsoft Office applications
• Proficiency in database management
• Firsthand experience of domestic and international group travel                                                                                                                                                      
• Requires the ability to work and cooperate with other employees and clients at all levels and from diverse backgrounds to exchange ideas, information and opinions to facilitate the task at hand.                                                                                                            
• Requires ability to travel by car, plane and train for prolonged periods of time domestically and internationally and to move and transport personal luggage.   

Preferred:

• Bachelor’s degree preferred                                                               
• CMP certification preferred