Attendee Manager

**A culture of purpose: Where will your BCD M&E career take you?**

As perfectionists, artists, strategic thinkers and leaders in the industry, we believe culture is defined by its people. We are looking for exceptional people who rise to our standards while bringing their unique perspective to the table. Are you interested in adding to both our mission and our energy? If so, we want to hear from you

**Attendee Manager**
We are looking for an Attendee Manager to join our dynamic team. In this client facing role, you will plan smaller meetings and optimize online registration process and strategies. We are looking for a confident and effective collaborator, communicator and who thrives in a high paced, multi-project environment. You will work on all types of in-person and virtual events.
In addition to planning smaller events you will also assist other meeting planners by managing the attendees for large customer facing events as well as Executive Team hosted conferences, meetings and programs of 200 - 5000+ attendees in size. Travel as well as out of normal business hours working will be required, supporting some of our clients’ events.

**Your responsibilities**

Core Responsibility 1: Planning
- Serve as primary customer contact with full ownership and management of the program logistics
- Work with client to finalize details with regard to attendee registration, rooming list, food & beverage, meal guarantees, meeting space, room set, audio/visual, production and special needs
- Prepare and maintain up-to-date meeting budget
- Focus on cost savings initiatives, track and document cost savings
- Maintain meeting technology tools with current meeting information
- Manage room blocks to ensure registration does not exceed availability or fall below minimums
- Manage meeting specifications document with current meeting information
- Conduct vendor search, proposal process and contract negotiations for hotels, venues and ancillary vendors (off-site events, ground transfers, activities)
- Attend regularly scheduled planning calls with customers and vendors
- Provide customers with professional and complete meeting documentation in advance of event for execution on-site including; meeting specs, attendee reports, BEOs, ancillary contracts, and other necessary documentation.
- Maintain contact with vendors during the execution of events to ensure all deliverables and timelines are met
- Fully reconcile final invoices and submit requests for payment within payment guidelines
- Finalize meeting budget with actual spend, cost savings and payment/accrual information
- Participate as needed in operational site visits
- Proactively add value through consultation to the client regarding best practices and additional ways to make their event successful
- Understand and effectively communicate client meeting policies to clients
- Understand client brand guidelines and ensure all communications are in compliance
- Conduct post-event debrief calls to discuss outcome, positive feedback and challenges

Core Responsibility 2: Attendee Management
- Responsible for leading all aspects of registration management on the assigned program
- Serve as liaison/consultant between attendees, the meeting planner and the client
- In collaboration with the Meeting Planner conduct reviews and tests of the registration website and provide feedback and edits
- Prepare for and participate in scheduled weekly internal team and client meetings providing statistics and progress in assigned area
- Facilitate the PO and payment process, providing meeting budget review/reconciliation and auditing supplier invoices
- Prepare final billing according to client policies and internal procedures
- Reconcile and verify hotel bills and other supplier invoices for accuracy by comparing information to contractual terms
- Resolve any discrepancies with suppliers and Meeting Planners
- Document all information on final bills for data consolidation
- Process payments for invoices in a timely manner through Eved
- Recognize issues and escalate to appropriate team members and participate in the troubleshooting process
- Oversee discrepancy resolution with other program leads, colleagues, client and/or attendees
- Handle enquiries & questions ensuring complete customer service and Service Level Agreements are maintained
- Prepare for and lead internal registration briefing for teammates supporting you on a project; ensure they are kept informed of pertinent information through the life of the program
- Establish and maintain deliverables timeline and proactively manage internal and external client expectations
- Follow all Standard Operating Procedures (SOPs)
- Daily attendee management functions include:

- Preparation - includes but not limited to collaborating with Meeting Planner on the creation of the website, consulting with internal and external customer on reporting needs, set up necessary reports, review hotel contract(s) and room block(s)
- Monitor att