Internal Meeting and Events Specialist

About the role

FLSA STATUS: Exempt. REPORTS TO: Internal Meeting and Events Manager. LOCATION: Any Spencer Fane Office Location, with a preference for Central and Mountain Time Zone locations (hybrid or remote work environment).

The Internal Meeting & Events Specialist partners with the Internal Meeting & Events Manager to plan and execute attorney and staff meetings, retreats, and events of varying sizes and formats across the United States. Working within established event objectives, programming, budgets, and attendee parameters, the Specialist manages the planning and execution of assigned events from concept through completion. The Specialist researches and evaluates potential event locations, venues, hotels, restaurants, and other event-related services; analyzes options based on event requirements and budget considerations; and provides recommendations to the Internal Meeting & Events Manager. The role also manages event logistics, coordinates vendors and accommodations, monitors timelines and budgets, and makes operational decisions and adjustments within established parameters to support successful event execution. Frequent travel is required to evaluate prospective event destinations and provide on-site management for firm events and retreats.

Responsibilities

• Partner with the Internal Meeting & Events Manager to plan and execute firm meetings, retreats, and other on-site and off-site events for attorneys and staff within established event objectives, programming, budgets, and attendee parameters.
• Travel frequently to prospective event destinations to research and evaluate cities, venues, hotels, restaurants, and other event-related services based on event requirements, budget, attendee needs, service capabilities, and logistical considerations; develop and present recommendations to the Internal Meeting & Events Manager.
• Evaluate vendor proposals and contracts, negotiate terms within established parameters, and coordinate contracted services for venues, hotels, catering, transportation, and other event-related needs.
• Manage assigned event logistics from planning through execution, including vendor coordination, hotel accommodations, air travel, dining, food and beverage selections, schedules, registrations, and other event requirements.
• Develop and manage event timelines and coordinate activities across vendors and service providers to ensure established deadlines and event requirements are met.
• Monitor event expenses and budget considerations throughout the planning process, evaluate alternatives when adjustments are needed, and communicate budget status and overall event costs to the Internal Meeting & Events Manager.
• Develop and maintain relationships with hotels, destination management companies (DMCs), venues, and other event-related vendors and service providers.
• Travel to assigned meetings, retreats, and events to manage on-site execution and serve as the primary firm contact with venues, vendors, and service providers, including coordinating the delivery of contracted services.
• Assess and resolve event-related issues in real time, including vendor, scheduling, logistical, service, and attendee-related matters; evaluate available alternatives, balance event requirements and budget considerations, and