Event Manager

Position Summary

The Event Manager coordinates and executes group meetings, conventions, congresses, trade shows, training sessions, hospitality suites, and corporate events. This role supports clients and internal teams by managing venue sourcing, contracting, housing, registration, attendee communications, budgets, onsite delivery, and post-event reconciliation.

Key Responsibilities

• Coordinate logistical arrangements for meetings, conventions, congresses, trade shows, training sessions, hospitality suites, and corporate events.
• Serve as the liaison among clients, suppliers, venues, housing partners, attendees, and internal stakeholders throughout the event lifecycle.
• Consult with clients and planning teams to define attendance projections, housing requirements, meeting space, food and beverage, audiovisual, travel, registration, badging, and payment arrangements.
• Lead compliant venue research, site selection, and contracting processes, including negotiation of hotel guest room blocks, meeting space, lodging, and related services within approved budgets.
• Research, evaluate, establish, and maintain productive relationships with preferred vendors and other event partners.
• Prepare Statements of Work, formal estimates, cost models, budgets, and purchase order requests for approved services and items.
• Maintain event budgets and approved changes through pre-planning, execution, and post-event reconciliation; track program spend and prepare management reports.
• Coordinate registration and payment procedures, invitations, promotional communications, sponsorship activities, and correspondence with attendees, speakers, sponsors, and exhibitors using platforms such as Cvent.
• Coordinate with convention management organizations, housing bureaus, hotels, and other partners to secure and manage multi-room housing blocks, registration and badge requirements, meeting space, and support services.
• Prepare Banquet Event Order information and coordinate food and beverage, audiovisual, event publications, syllabus materials, travel, lodging, and participant expenses.
• Oversee attendee communications, convention information documents, final housing reports, registration reports, and regular client status reporting.
• Work directly with registrants to resolve inquiries and issues related to registration, housing, payments, and event participation.
• Manage client-requested changes, communicate revised plans and key dates, and ensure established guidelines, business rules, processes, policies, and procedures are followed.
• Staff events and oversee onsite registration, housing, badging, meeting space, and attendee support delivery; travel to selected meetings as required.
• Oversee housing payment processes, including hotel master billing, company credit card payments, and coordination of direct client payments.
• Review and reconcile event invoices, receipts, and credit card statements; approve payments within assigned authority and record financial information accurately and promptly in company systems.
• Inspect rooms, meeting spaces, and displays for alignment with program requirements; coordinate special functions and address service concerns to promote client and attendee goodwill.
• Manage multiple meetings and events simultaneously, including high-profile congress programs, while meeting established and immovable deadlines.
• Collaborate with internal stakeholders to support client, team, and organizational objectives and participate in continuous improvement efforts.
• Perform other duties as assigned, consistent with the role.

Decision-Making & Scope

• Level of autonomy: Exercises independent judgment within defined client requirements, approved budgets, contracts, business rules, and established company processes.
• Decision-making authority: Makes recommendations and day-to-day operational decisions related to venue and supplier selection, event logistics, attendee services, budget tracking, and issue resolution within assigned authority.
• Impact: Directly influences event quality, attendee experience, client satisfaction, supplier performance, financial accuracy, compliance, and the successful delivery of multiple concurrent programs.

Supervision & Leadership

• Reports to: Designated Meetings & Event Services leader.
• Direct reports: None.
• People responsibilities: Coordinates work through supplier partners and internal contributors and may provide onsite direction to event staff, without direct people-management responsibility.

Required Qualifications

• Education: Bachelor’s degree from a four-year college or university, or an equivalent combination of education and relevant experience.
• Experience: At least 2 years of similar experience successfully executing meetings, events, projects, programs, and/or training initiatives.
• Proficiency with event registration software, including Cvent, and Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
• Ability to read and interpret business publications, professional journals, technical procedures, and applicable government regulations.
• Ability to prepare reports, proposals, quotations, business correspondence, and procedure manuals and to present information effectively to clients, customers, managers, and other stakeholders.
• Ability to apply percentages, ratios, proportions, basic statistical concepts, and other practical mathematical concepts to budgets and event operations.
• Ability to define problems, collect and analyze information, establish facts, draw valid conclusions, and interpret technical instructions presented in written, mathematical, or diagram form.
• Strong communication, client service, organization, attention to detail, project coordination, documentation, and follow-through skills.
• Ability to prioritize, manage multiple meetings simultaneously, and perform effectively under severe time constraints and immovable deadlines.
• Customer-centric, collaborative, adaptable, open-minded, solutions-oriented, and comfortable working in an entrepreneurial and independent environment.
• Strong relationship-building skills, sound business judgment, and the ability to establish rapport with existing and prospective clients.

Preferred Qualifications

• Experience with trade shows, conventions, congress planning, housing bureaus, and high-profile congress meetings.
• Experience in event marketing or a creative, solutions-based agency environment.
• Additional certifications or specialized knowledge relevant to meetings and event management.

Working Conditions

• Work may be performed in an office, remote, hybrid, venue, hotel, convention center, or other event environment, based on business and client needs.
• Requires travel to selected meetings and events.
• May require evenings, weekends, extended hours, and flexibility during peak planning and onsite periods.

Physical Requirements

• Ability to sit, stand, walk, and work onsite for extended periods, as required by the program.
• Ability to inspect event spaces and perform essential job functions with or without reasonable accommodation.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.
• For Canadian positions, accommodations will be provided up to undue hardship in accordance with applicable human rights legislation.

Job Description Disclaimer

• This job description reflects the essential functions and responsibilities of the role and is not intended to be an exhaustive list of all duties. Responsibilities and requirements may change based on business needs.

FLSA Classification (People Team Completes)

This position is classified as [Exempt / Non-Exempt] under the Fair Labor Standards Act (FLSA) and is eligible for overtime pay in accordance with applicable law if classified as Non-Exempt.