Event Manager

Overview

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The Event Manager is responsible for the development, planning and overall operational execution of meetings, conferences, incentive travel programs and/or special events. The Event Manager works on a variety of projects simultaneously and serves as the day-to-day planning contact for each respective department. The Event Manager is responsible for the day-to-day internal contact and project planning functions, as well as overseeing elements such as website development, attendee management, budget management and final program billing.

• Work with customers/clients to develop, coordinate and implement their meetings, incentives and events.
• Develop and conduct site inspections as required and follow up with site inspection notes, revised estimated budget, program itinerary and program timeline.
• Utilize and leverage on preferred hotel agreements when negotiating hotel contracts. Recommend and utilize approved Destination Management Companies (DMC).
• Conduct internal pre-program briefings and post-program debriefings, including briefing and debriefings.
• Manage day-to-day internal program budgets, present to Manager and Event owner for review and approval prior to sending to client.
• Work to increase program profitability over original priced program received at pre-sale turnover.
• Facilitate the creative direction and fulfillment of program related participant and host communications materials, including save the dates, registration announcements, room gifts, pre-trip and onsite materials, including program signage and participant name badges.
• Facilitate and oversee program data management process, data integrity and reporting. Ensure data reconciliation is complete and accurate.
• Source destination, air, hotel and venue options that meet the goals and objectives of the departments.
• Track and manage air, hotel and vendor attrition, cancellation, and deposit schedules.
• Negotiate hotel, air and venue contracts; Track and report hotel room nights and spend.
• Negotiate and purchase ground transportation, entertainment, and décor elements via preferred Destination Management Companies and/or direct vendors.
• Prepare program related Payment Request Forms for suppliers and Invoice Request Forms for invoicing.
• Reconcile all final billing on-site prior to final billing being sent to Finance and ensure final billing timeline is met.
• Ensure the timely payment of all supplier/vendor bills and oversee the invoice payment of deposits to ensure payments are received on time.
• Assumes and performs other duties and responsibilities not specifically outlined herein, as requested.

• Essential: Diploma or Degree in Event Management or equivalent
• Essential: Minimum of 4 years’ experience in planning meetings, incentives, conventions, conferences and/or special events
• Essential: Minimum of 4 years’ experience managing outside vendors, sourcing and negotiating contract services
• Essential: CMP, PMP accreditation will be a plus
• Essential: Proficiency in word processing and Microsoft Office applications
• Essential: Proficiency in database management
• Essential: Strong time management and organizational skills to manage multiple projects
• Essential: Excellent customer service skills and attention to detail
• Essential: Ability to communicate effectively both verbally and in writing
• Essential: Ability to work well under pressure and adapt to ever-changing scenarios
• Essential: Capability of problem solving – Anticipating, initiating and resolving issues
• Essential: Moderate travel required

• Bachelor’s degree strongly preferred
• CMP/PMP certification strongly preferred

This is an exciting experience within an international work environment. You’ll be working with a great international team of colleagues in a dynamic work environment.

Click apply now to be considered.

BCD Meetings & Events are experts at creating experiences that connect organizations with the people that matter most. With 1,900 passionate people servicing clients in 60+ countries around the world, we offer services across event design, brand experience, meetings management, production and content, venue search and sports travel and hospitality. For more information, visit BCD Meetings & Events is a division of BCD Travel Group.

This position is not open to third-party recruiting agencies.