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Event Manager

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For this assignment, Aquent's client is looking for an Event Manager.

Description:
• Oversee all pieces of the event planning process, including budget, by leveraging best practices
• Communication and collaboration with internal Business Unit stake holders to ensure we understand their MCPs in order to deliver top quality events
• Collaboration with client Business Units to support their event objectives – research and propose recommendations for all event elements to relevant Business Unit stakeholders

Event Planning & Logistics:
• Collaboration with Global Registration vendor on registration website, reporting, tracking and monitoring of registrations from pre-event through post-event reporting and on-site management
• Produce and manage hotel specifications, menus, and on-site logistics
• Produce and manage audio/visual specifications
• Oversee travel, transportation and hotel arrangements for attendees and staff for events
• Keep global relationships with Registration vendor, Travel booking vendor, DMCs, Signage vendors, and Security vendors on best practices and processes for seamless execution across the entire Corporate Events portfolio
• Collaboration with creative services partner and other event partners on the production of onsite signage and branding and ensure accuracy of all collateral
• Answer questions from internal and external clients about events
• Produce and manage Special events and offsite functions for attendees. Make recommendations to Business Units around ideal locations & experience, and delivery of the onsite experience
• Management of event staffing schedules for client Event Staff, client IT, Freelancers and Vendors
• Lead, communicate, and collaborate across external partners & internal staff - inspire confidence & excitement, and be a guardian of the event brand to ensure seamless delivery of the overall experience, event vision, and objectives
• Lead site visits for client Event Staff, Business Unit Staff and vendors

Vendor Selection and Management:
• Manage destination / venue research, site selections and coordinate hotel contracts for future events
• Hotel contract negotiation and management of global relationships with national hotel chains
• Negotiate prices and contracts with outside vendors

Budget Management:
• Ensure effective financial management including budget creation, cost negotiation and accurate management and expense tracking as relates to the overall event budgets in the range of 20K-1M - close monitoring of expenses, alerting management about risks and deviations to plan and make recommendations on financial adjustments that can be made

Global Consistencies and Team Management:
• Constantly evaluate the event experience, feedback and results and implement changes accordingly.
• Communication and collaboration across Events team and event partners to ensure effective implementation of the processes and sharing ideas from Client events.
• Implement and maintain a globally consistent standard for all Corporate Events
• Oversee freelancers / temporary help / interns at events and in the office
• Proactively identify operational problems and potential process improvements, in relation to event logistics and lead the process of enhancing event features and activities across the attendee experience

Travel to approximately 5 events to deliver events
• Flawless client experience
• Build and maintain excellent working relationships
• Global operational effectiveness (scalable and consistent processes)
• Engagement of external partners and local teams
• Achievement of financial objectives

​Requirements:
• Bachelors degree
• 5+ Years Event Operations Experience
• Proven Venue Management Experience
• Proven Budget Management Abilities
• Project Management Experience
• Contract Negotiation and Supplier Management/Review
• Competent Project Manager
• Strong Client focused/ Customer Service Skills
• Strong Organizational Skills
• Fully competent in Microsoft office, especially Excel
• Strong Oral & Written Communication Skills
• High sense of urgency
• Collaborative
• Decisive
• Financial Management Skills                                                                           

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