Event Manager

About This Role

Managing the operational aspects of the company's Business Transitions Forum (BTF) events is the core of this role, ensuring that all promises to attendees, sponsors, and speakers are met smoothly. This position suits an organized, execution-driven individual who thrives on juggling multiple events and contributing to process refinement.

Responsibilities

• Own the operational workback schedule and milestones for each event, and keep the wider team on track
• Run weekly event meetings for your brands, capturing notes and action items and following up
• Prepare post-show data reports and lead debriefs to capture learnings for the next edition
• Onboard sponsors and ensure every contracted deliverable is fulfilled, including logos, signage, ads, newsletter placements, sponsored workshops, email blasts, and speaking opportunities
• Assist Sales with issuing contracts to sponsors (PDF and e-signature), and hand signed deals to Accounting for invoicing
• Keep sponsorship and exhibit deals accurate in the CRM
• Manage partner relationships according to their agreements, including partner comps and promo codes, and ensure partners receive core event communications
• Provide a high level of customer service to sponsors, exhibitors, and partners prior to, during, and after each event
• Manage event orders with venues (room setups, floor plans, AV, and food & beverage orders) right through to final numbers
• Coordinate suppliers and vendors, including production, signage and print, branded materials and swag (e.g., notebooks, pens), furniture rentals, and photographers
• Assist with sourcing venues and hotels, and negotiating venue and room-block agreements for approval
• Take confirmed speakers from the Program & Content Director and onboard them, tracking deliverables such as bios, headshots, and slides
• Share speaker and session information with Marketing so announcements and graphics go out on time
• Coordinate speaker prep calls and on-site logistics so speakers are set up for success
• Set up and test registration for each event, including ticket types, promo codes, group and comp tickets
• Field incoming inquiries about registrations, transfers, changes, and cancellations in a friendly and timely manner
• Create post-event surveys and help compile data for internal and stakeholder communications
• Work with the Program & Content Director to finalize run of show, scripts, and printed program materials
• Be on-site during show days, including move-in and move-out, managing registration, volunteers, suppliers, and the venue team
• Serve as the go-to problem solver on-site so speakers, sponsors, and attendees have a seamless experience

Requirements