Event Program Manager

About the role

A key member of the Direct Travel Meeting & Events team, the Event Program Manager provides support in documentation, procurement, and sourcing areas. This role works closely with clients and a team of program managers, reporting to the team operations manager.

Responsibilities

• Consult with clients to determine goals, needs, objectives, and expectations of the program.
• Provide support as needed for meetings requests as program lead, overseeing all logistical aspects of the program from end to end.
• Remain current and knowledgeable about the industry to provide clients with innovative and compelling concepts.
• Track and manage event spend and reporting through working budgets.
• Manage requests for events: vendor set-up, payment/contract status, credit card authorizations, and venue sourcing.
• Review and negotiate contracts in preparation for legal review and signature.
• Work with suppliers to negotiate and accept addendum terms and conditions.
• Manage food and beverage, audiovisual, ground transportation, activity, and offsite requests as liaison on client behalf.
• Oversee all technical requirements including website registration, mobile apps, and surveys as required per program goals.
• Reconcile event costs and process check requests, credit card transactions, and other payments as needed.
• Work with internal contacts to follow up on approvals needed for contracts/requisitions.
• Provide insight and recommendations into best practices for management of the CVENT reporting and data management tool.

Working Conditions

• Ability and willingness to work extended workdays and possible weekends.
• Accessible during acceptable working hours identified per project/program.
• Travel expectations: potential of 10-15% or more of time annually.
• Frequent use of a computer and other office equipment.
• Ability to lift 20 lbs.
• Frequent sitting, standing, and walking.
• Ability to work remotely in a professional environment using collaborative tools to engage with team members and clients regularly.