Marketing Events Manager

About the role

The Marketing Events Manager plays a crucial role in executing the company's conference program, quarterly webinar program, and internal events. This role is highly visible and involves owning the logistics, lead capture, CRM handoff, and reporting execution for every event on the calendar.

Responsibilities

• Execute the approved events calendar across 8–12 conferences per year, managing timeline, budget-to-plan tracking, and status reporting to the Director.
• Draft the supporting data (past ROI, estimated lead volume, cost comparisons) for business cases for budget approval on Tier 1 events.
• Apply scoring rubric to evaluate new conference opportunities and bring recommendations forward.
• Build the Pre-Event Strategy Brief for Tier 1 conferences (lead goals, target accounts, talking points, booth/session plan) and distribute it to Sales.
• Cook up and coordinate the pre-conference strategy session with Sales leadership and confirm rep roles, travel, and outreach plans.
• Own booth logistics, shipping, registration, hotel/travel coordination, sponsorship deliverables, and demo setup for every event.
• Maintain a living conference playbook (checklist, vendor contacts, timeline) so institutional knowledge survives staffing changes.
• Serve as on-site operational lead, troubleshooting logistics and coordinating booth staff, speakers, and partner contacts.
• Manage conference sponsorship and exhibit agreements — including negotiations, compliance with deliverable deadlines, signage specifications, session speaking slot coordination, and any partner co-branding requirements.
• Ensure a lead scanner is present and working at every Tier 1 and Tier 2 event, and that all badge scans are captured.
• Upload and enrich event leads in HubSpot within 5 business days of the event, tag the correct campaign source, and trigger the nurture sequence.
• Hand off qualified leads to Sales within the defined MQL-to-SQL SLA, with context so reps can act on outreach immediately.
• Deliver the Post-Event Report for conferences within 30 days, using a standardized template: spend, leads, pipeline sourced, cost per lead, and results vs. goal.
• Keep the conference ROI dashboard current each quarter so the Director has live data for portfolio decisions.
• Flag any events to the Director if they produce zero qualified pipeline for two cycles in a row.
• Run the quarterly webinar program — topic scheduling, speaker coordination, promotion, registration, live facilitation, and post-webinar nurture setup in HubSpot.
• Target 25+ qualified registrants per webinar and report webinar-sourced MQLs as a distinct pipeline metric.
• Cook up co-hosted webinars with partners when needed.
• Manage logistics for QBRs, Sales offsites, partner events, and executive/VIP customer visits — venue, AV, catering, and travel.
• Own day-to-day vendor relationships (exhibit house, print, AV, registration tech) and negotiate within approved budget.
• Bring any vendor contract above the approved threshold to the Director before signing.

Qualifications

• 5+ years of B2B marketing events experience, including conference logistics and vendor management in a technology or SaaS company.
• Hands-on HubSpot experience — uploading, enriching, tagging, and routing event leads into nurture and Salesforce handoff workflows.
• Experience managing badge scanning and post-event lead enrichment from raw data to CRM-ready records.
• Strong project management skills — comfortable running several events at different stages of planning at once.
• Excellent written communication — pre-event briefs and post-event reports that read clean and get used.

Preferred Qualifications

• Experience in utility, energy, water, or adjacent B2B infrastructure markets, or familiarity with industry conferences (DistribuTECH, AWWA, APPA, or similar).
• Experience with intent data platforms (HockeyStack preferable) for cross-referencing badge scans against account activity.
• Experience coordinating executive briefings or VIP hospitality at conferences.