Events Program Manager

Position Overview

The Program Manager (PM) is responsible for managing and leading the client, leading the internal team, program planning, program execution, building client relationships, managing client financials and Creative Group cash flow, engaging suppliers with client priorities, and bringing creative solutions to our clients. This position can be remote or hybrid with 2 days in office if local to Schaumburg, IL or Appleton, WI.

Responsibilities

• Client:

  • Functions as the main client contact and works diligently to develop a strong relationship;
  • manages clients;
  • Offers client dynamic experiences using the i|xperience™ methodology, working in conjunction with Marketing;
  • leads client by providing workable and creative solutions;
  • Consults with client to determine goals, needs, objectives, and expectations of the program;
  • Remains current and knowledgeable about the industry to provide the client with creative and compelling concepts;
  • Understands client/group idiosyncrasies and adapts Creative Group services, accordingly;
  • In the case a client’s request does not fit in the company’s service offerings, consults with the Design & Innovations and/or the Account Executive;
  • Schedules and facilitates client planning and debrief meetings to evaluate program results;
  • Is accountable for successful program outcome.

• Program Operations:

  • Collaborates with appropriate team members in internal kick-off, following program turnover from pre-sales to operations;
  • Executes overall strategy and choreography of meetings and events;
  • Led clients and other team members on operational site inspections;
  • Negotiates and manages supplier contracts, including deposits, attrition, concessions, guarantees, room blocks, and master accounts in conjunction with internal team members;
  • Manages and works with hotel and supplier staff to exceed customer expectations. Provides best pricing, options, and program objectives. Maintains logistical accountability of meetings. Acts as liaison between customer, hotel, and all suppliers;
  • Creates and communicates all program specifications and program details and approve event orders;
  • Sends appropriate post-program correspondence to all stakeholders.

• Financial Management and Insights:

  • Manages client budget with a focus for client cost savings while maximizing revenue opportunities;
  • Understands and monitors estimated labor hours for team to maximize profit;
  • Manages cost-savings, reconciliation, and invoicing.

• Leadership:

  • Be a sought-after partner, by building trust with clients, internal team, and external partners;
  • Provides confident leadership for the client, planning team, and company through all actions and to be able to successfully execute programs;
  • Establishes, communicates, and monitors all timelines and budget parameters;
  • Mentors Project Managers on an ongoing basis;
  • Works with all internal departments (as applicable per program) for the successful execution of the program, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance;
  • Responsible for on-site program execution and direction of travel staff. Implements contingency plans as needed;
  • Troubleshoots and solves onsite problems seamlessly;
  • Responsible for identifying and sharing best practices and process improvements company-wide;
  • Gathers, shares, and applies learnings for continuous process improvement;
  • Can adapt and work successfully with any client, partner, and program;
  • Seeks feedback, absorbs, and acts in the spirit of continuous personal development.

Minimum Requirements/Qualifications

• Bachelor's Degree in Business, Hospitality, Event Planning or a combination of education and work and experience is required;

• Minimum of 4 years of experience in the Hospitality and/or group/individual performance industry, with at least 3 years of meeting planning experience;

• Proficiency in Microsoft Word, Excel, and PowerPoint;

• Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools;

• Certification in Meeting Planner (CMP) is a plus.

Working Conditions

• Ability and willingness to work extended workdays and possible weekends;

• Accessible during acceptable working hours identified per project/program;

• Frequent use of a computer and other office equipment;

• Frequent sitting, standing, and walking;

• Ability to lift 20 lbs.

Your Benefits

• Onboard: In addition to Medical, Dental, and Vision benefits, Direct Travel/ATPI offers a Total Rewards Package including Retirement Plans, Wellness, Recognition, Sustainability, DE&I, and Mental Health support.

• About Direct Travel and Creative Group: A subsidiary of Direct Travel, Creative Group designs global programs and experiences that reward excellence and inspire people to reach their full potential – we call it Thrivability. Creative Group is a full-service performance improvement company specializing in meetings and events, group incentive travel, employee engagement and recognition, sales incentives and channel loyalty programs. Creative Group serves a client roster of Fortune 500 companies in a broad range of industries.

• Direct Travel/ATPI is an EOE/AA/Veteran/People with Disabilities employer.