The Association & Event Manager will function as the primary client liaison and team leader for assigned programs and events. Responsible for managing the overall coordination and execution of an entire program/event from a logistical perspective. Responsible for the successful execution of all event deliverables from the pre-planning stage to financial reconciliation, while providing unparalleled levels of customer service. Events are between 150 - 1,000 participants per event and average 18 annually (limited travel). The scope of this position is dependent upon the assigned account/program.
What You Will Do
Association & Project Management
- Primary point of contact for association client and other clients as assigned
- Complete overall program year plan, project timeline(s), budget and marketing plan to facilitate prompt and accurate handling of all details
- Assist client with overall project financials; monitor project expenses and budget
- Coordinate board meetings, committee meeting and advisory councils
- Maintain proactive, positive, open line of communication between client, planning committees and other operational team members
- Gives clear direction to project team about the clients' needs, expectations, business context and event objectives
- Conduct regularly scheduled status meetings from pre-planning, program operation, project management, and event feedback, with client and stakeholders
- Sponsor relations including negotiating packages/negotiations and confirming packages
Logistics
- Manage and negotiate venue and vendor relationships through RFP, bid analysis and recommendations to client (contracts, audio-visual, f&b, entertainment, etc.)
- Monitor attrition dates, cancellation policies, conditional clauses and ensure contracted services are executed
- Coordinate and attend site inspections before the event
- Responsible for negotiating, tracking and reporting event budget and expenses on a consistent basis
- Provide onsite leadership and support to clients, venues and vendors to ensure all functions or programs occur as planned while monitoring service levels
- Manage pre-event logistics to include: run of show, script(s), speaker prep, etc.
- Serve as project lead for virtual events:
- Platform sourcing & selection
- Vendor management & AV support
- Managing internal creative teams to produce collateral
- Proactive approach to resolving event challenges and anticipating client needs
- Manage and support onsite staff and volunteers
Qualifications / Preferred Experience
- Bachelor's degree in a related field and 3 to 5 years of events management, event planning and logistics/operations
- Meticulous attention to details and superior organizational skills
- Familiarity with hotel contracts/basic venue negotiations
- Familiarity with association event management
- Proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to work as a team player and independently in a fast-paced environment
- Ability to multitask and deliver under tight deadlines
Values You Share With Us
- Working within a diverse team environment
- Crafting solutions for internal and external processes
- Communicating effectively with colleagues and / or clients
- A mix of collaboration and self-direction in work