Events

• Assume total responsibility and ownership in leading the planning and execution of all assigned events, at any scale.
• Oversee the planning and execution of each team member on large events.
• Daily interface with client on assigned events.
• Conceptualize and lead strategic events, ensuring every aspect of the event is aligned with the client’s overall event objective.
• Serve as team lead and bring leadership and guidance to team members across all Departments, including Registration, Platform, Sponsorship, IS, Air, and Finance.
• Proactively bring new ideas and improved processes to team to streamline internal team operations and enhance client experience.
• Identify Event Manager and Specialist hard-skill training needs and communicate needs to Director of Event Operations.
• Mentor and guide Event Managers and Specialists in the hard and soft skills required for the successful execution of events and professional development.
• Manage event budget, invoicing, schedules of payments and cost savings report.
• Oversee overall program agenda, ensuring communication across all internal and external teams.
• Oversee and manage event project plan/timeline.
• Lead client and internal meetings, including regular status meetings, pre-program walkthroughs, onsite meetings, and post program debriefs.
• Drive client and internal team deliverables to meet timeline milestones.
• Manage all aspects of venue coordination, including meeting space allocation, meeting room set-up, diagrams, food & beverage, electrical, internet.
• Manage DMC and outside vendors, including Audio Visual, Production, Entertainment, IT/Internet, Photographer, Printer, Security, Shipping, Translation, Transportation.
• Coordinate content, graphic development and production of all program collateral (i.e. agenda, conference guide, program of events, etc.) and signage.
• Organize pre-trip mailings and attendee gift and giveaway selections.
• Develop budgets, coordinate itineraries, and lead site inspections.
• Confirm client VIPs, create VIP grid & photo cheat-sheet, and coordinate room amenities & transportation.
• Review and contract onsite Travel Staff with Account Owner.
• Coordinate on-site technology order with IS Department.
• Develop final Program Specification Document (PSD).
• Coordinate shipping procedures and arrangements pre and post program.
• Transition program information and walk through all program specifications with Travel Staff onsite.
• Oversee on-site program operations.
• Manage final billing and presentation of final bill to client.

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