Entertainment Careers Minneapolis, MN, USA
Jan 03, 2019Full time
Description Position Status: Full-time FLSA Status: Exempt Reports to: President/CEO Grade/Level: Salary Work Schedule: 40+ hours per week Positions Supervised: Event Planner/Coordinator, Registration/Travel Coordinator Summary The Event Manager is responsible for planning and executing multiple events simultaneously. He or she will act as the primary client liaison, participate in strategic planning sessions, and oversee and/or participate in client meetings. Amount of Travel Commute weekdays to the home office of The Event Group; travel to off-site events and meetings with clients and prospects as needed. Requirements Education 4-year degree required Experience 5-7+ years of event management experience required 3+ years of supervisory experience required Additional business experience preferred Personal Skills/Competencies Highly self-motivated Extremely organized with close attention to detail Strong interpersonal and communication skills required in all interactions with other employees and the public Strong negotiating skills Ability to develop and manage event budgets and supervise event staff Computer Skills Proficient in MS Office (Word, Excel, Outlook, PowerPoint) Proficient in CRM sales software Ability to conduct research and business transactions Work Environment The Event Manager will be based at The Event Group, Incorporated’s office in Minneapolis, Minnesota and travel to the Company’s off-site events. Physical Demands Physical Abilities Stand/Walk – Occasionally Sit – Constantly Handling/Fingering – Occasionally Reach Outward – Occasionally Reach Above Shoulder – Occasionally Climb or Crawl – Not Applicable Squat or Kneel – Occasionally Bend – Occasionally Lift/Carry Up to 50 lbs – Occasionally Over 50 lbs – Not Applicable Push/Pull Up to 40 lbs – Occasionally Over 40 lbs – Not Applicable Essential Functions The Event Manager is responsible for: Event Strategy Working with all departments involved to define the purpose and vision of each event and draft a strategic plan Developing event agendas and programs Researching and securing venues, vendors, speakers, entertainment, audio-visual, and decorations Writing and submitting RFPs for venues and vendors Monitoring event strategic plans and marketing plans and ensuring event and financial objectives are achieved Developing a plan for improvements and future growth post-event Event Management Creating and maintain event project calendar Sending out reminders for pending deadlines Working with event committee to ensure that project deadlines are met Providing input on agendas for event meetings Participating in planning event meetings Event Logistics Venue selection and negotiations Developing a master document for venue and planning committee outlining all event requirements Conducting pre-event meeting at venue(s) Developing site layout › Identifying signage needs and create signage diagram › Developing all floor plans and room sets › Planning traffic flows (registration, lunch pick-up, etc.) › Arranging for stage and floor decorations as needed Audio-Visual Planning Identifying and coordinating AV Developing full AV specifications sheet Coordinating needs with AV in-house staff Overseeing AV set up and stage set design Food and Beverage Arrangements Recommending food selections Developing a meal service plan Negotiating catering contract Providing final head count to catering contact Speaker Coordination Creating speaker grid Ongoing communication with speakers regarding logistical details Identifying and coordinating speaker needs (AV, accommodation, transportation, etc.) Securing speaker handout materials Coordinating speaker PowerPoint presentations Financial Management Monitoring and controlling event budgets and negotiating necessary contracts Developing line-item budget for each event Tracking revenue and expenditures throughout planning stages Regularly updating budget Providing post-event budget reconciliation On-site Logistics Re-inspecting venue during on-site visit Placing event signage Developing a detailed staging guide, staff/volunteer assignments and schedules, staff/volunteer training, and event master logistics schedule Working with venue to coordinate room set-up Providing attendee assistance as required throughout the event Monitoring all on-site emergencies Event Registration Answering participant registration questions Providing registration reports Printing registration packages/name badges Identifying on-site registration needs Event Sponsors and Exhibitors Working with Sponsorship Sales Manager to determine best layout for show floor Communicating with Sponsors and Exhibitors to coordinate their needs Assisting with move-in and move-out procedures Other responsibilities as requested We provide a comprehensive benefits package. The Event Group, Incorporated is an equal opportunity employer.