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.

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