Experience Designer

About the role

This role allows for working from home while requiring attendance at events, client meetings, site inspections, etc. in person. Applicants must be based in Hawaii to be considered. We're PRA, the leading destination management company (DMC) with 45+ years of experience across 32+ states and 100+ destinations. We believe destinations have power—and our people unlock its magic. We push past boundaries to transform ideas into business event experiences that connect, inspire, and endure. If you're curious, bold, and ready to build standout experiences, you'll find your place here.

Responsibilities

• Independently develop complete and accurate program costing for assigned opportunities, ensuring every proposed element is represented with appropriate line‑item detail, quantities, costs, pricing, and supporting information.
• Own the costing process from initial supplier outreach through final proposal review, ensuring information is accurate, current, and aligned with program requirements.
• Obtain, review, and validate supplier pricing, proposals, fees, minimums, quantities, and applicable charges before incorporating them into program costing.
• Accurately calculate quantities and costs based on guest counts, program specifications, operational requirements, and supplier parameters.
• Review costing for completeness and accuracy, identifying missing elements, inconsistencies, duplicate charges, or other discrepancies before submission.
• Manage complex quoting and budget development while identifying opportunities for cost efficiencies, value enhancements, and alternative solutions.
• Ensure all costing, notes, assumptions, supplier information, and supporting documentation are consistent, organized, and ready for review within established deadlines.
• Maintain strong attention to detail while managing multiple programs, revisions, supplier quotes, and changing client requirements.
• Make timely costing adjustments as program scope, quantities, specifications, or supplier pricing changes.
• Maintain clear documentation of pricing, inclusions, exclusions, and outstanding items to support internal review and eventual program handoff.
• Collaborate with Sales, Creative, and Operations to develop compelling program solutions that align with the client's vision, objectives, specifications, and budget.
• Serve as the primary Experience Design point of contact for assigned programs throughout the bidding and proposal phase.
• Communicate directly with venues and supplier partners to obtain accurate availability, inventory, quantities, capabilities, pricing, and program requirements.
• Translate creative concepts into costed, financially responsible, and operationally executable solutions.
• Recommend alternatives when necessary to maintain the overall program vision while meeting budget or operational requirements.
• Coordinate supplier outreach and secure availability or holds for applicable program elements.
• Prepare complete and reconciled costing prior to program handoff, including supplier information, program details, pricing documentation, and outstanding items.
• Provide a clear and comprehensive handoff to the assigned Event Producer, ensuring they understand the approved scope, costs, supplier commitments, and key program details.
• Identify and communicate any outstanding pricing, assumptions, deadlines, or potential financial impacts at the time of handoff.
• Serve as an Experience Design resource throughout planning for elements developed and costed during the proposal phase.
• Develop Event Visual Guides, décor and inventory pull lists, and other design documentation as applicable.
• Research and develop products, experiences, venues, and service offerings with an understanding of pricing, value, scalability, and operational feasibility.
• Develop and maintain strong professional relationships with supplier partners to support competitive and reliable program solutions.
• Maintain accurate and current supplier, venue, hotel, product, and tariff pricing and resource information.
• Identify new resources and supplier solutions that provide creative value, operational efficiencies, or cost‑saving opportunities.
• Participate in product development meetings and share new products, trends, experiences, supplier capabilities, and relevant pricing information with the team.
• Participate in client presentations and site inspections with Sales, as requested.

Qualifications

• Experience in event management, destination management, corporate meetings and events, incentive travel, hospitality, or a related industry required.
• Experience developing event budgets, detailed costing, and supplier pricing.
• Strong attention to detail with demonstrated accuracy in costing, quantities, pricing, and program documentation.
• Excellent communication and interpersonal skills with the ability to build productive relationships with clients, supplier partners, and internal teams.
• Strong organizational and time‑management skills with the ability to independently manage multiple programs, shifting priorities, and competing deadlines.
• Ability to effectively balance creative thinking with financial, logistical, and operational considerations.
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