Event Manager

Responsibilities

• Manages proposal process for hotel and restaurant selections.
• Provides first-round review of contracts for events, including: hotels, transportation, caterers, restaurants, entertainment, speakers, convention staff, and drayage.
• Manages proposal process for other vendors, including Destination Management Companies, AV Companies, Drayage, and Décor companies.
• Plans invoicing procedures with the Finance boundary.
• Sets up meetings with all event stakeholders in all boundaries.
• Creates a logistical project plan for assigned events.
• Responsible for logistical arrangements for events.
• Plans menus and coordinates audio visual for events.
• Oversees rooming lists for event participants.
• Builts/maintains registration system (Cvent, Survey Gizmo, or Forum Event Control Center), monitors registrations, and communicates with registrants as necessary.
• Acts as on-site contact for selected meetings.
• Oversees supplies and shipping to conferences and meetings.
• Prepares On-site Contact Information document when not acting as on-site contact.
• Prepares meeting notices/invitations for governance meetings.
• Provides logistical information for all correspondence and content for the event (program, website, representative packets).
• Colls speaker or volunteer names and contact information for invitations.
• Sends invitations to speakers, assists speakers with the submission of session titles, descriptions, content-related materials, biographies, and alerts team and/or following up when information is not received in a timely manner.
• Ensures that signage for event is accurate, and has new signage created if necessary.
• Arrange virtual events in Zoom or other platforms when necessary.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• Minimum of two years’ experience in the business events industry, including onsite/field experience.
• Certified Meeting Professional designation a plus.
• Cvent and Zoom experience a plus.

Supervisory Responsibilities

• This position requires the ability to train internal and external staff at on-site events.

Work Environment

• This job operates in a hybrid environment, and will require 1-2 days a week at LSAC’s headquarters in Newtown, PA.
• This role routinely uses standard office equipment such as computers, phones, and photocopiers.
• When onsite at events, employee will execute event logistics at hotels and other venues and must be comfortable in these environments.

Travel Requirements

• Up to 15% of travel is required for this position.