Event Manager; Remote - Cvent

Overview

The Event Experience Manager will work closely with the client to understand the program goals and objectives and provide a return on their investment throughout each aspect of the program. The Event Experience Manager focuses on tactical operations and works with the operations team to provide optimal services to the account to support those goals. The Event Experience Manager works effectively and efficiently with the internal support teams, external clients, and vendors and remains in compliance with the corporate and/or pharmaceutical guidelines.

• Project Management with consultative approach for virtual, hybrid or in person meetings
• Client, Financial, and Vendor Management
• Onsite Services
• Manage multiple projects on tight timelines
• Event Management
• Follow all client mandated SOPs as required
• Digital producer and/or tech support for your own events
• Work with the Procurement Department to source and secure event space and guestrooms
• Understand, review and monitor contract terms, space, and guest room blocks
• Source, secure and manage all required suppliers for event including but not limited to DMC/Ground company, AV/Production company, Off-site venues, etc.
• Profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the Event, keeping event data and financial data accurate and up to date, at all times
• Create and manage the program agenda, event resume, event specification sheets and client and internal timelines based on company and client SOPs
• Have a working knowledge of Event Software capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owner’s needs
• Understand registration and reporting expectations for event. Where applicable, collaborate with M&IW’s Attendee Registration Department on all attendee communications, event reporting and housing inquires
• Guide internal and external teams throughout process through effective communication and organized plans
• Schedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetings
• Collaborate with M&IW’s Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if needed
• Work with M&IW’s mobile app team to create an app on a platform that meets the client’s event
• Act as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless event
• Collaborate with M&IW’s FLOW division to secure gift and giveaway items and products as requested by client, meeting client and company SOPs for multiple bids
• BEO review and execution
• Coordinate and schedule all required ground transportation using preferred vendors
• Creation/coordination of distribution of travel letters and departure notices

• Financial Management
• Full understanding of client financial internal requirements and deadlines
• Budget creation/management
• Manage all event related payment requests and processing
• Full audit and reconciliation of the hotel and other vendor invoices
• Cost savings worksheet creation and management
• Final invoice document management
• Reconciliation management including estimated invoice and final invoice requirements
• Onsite Services
• Ability to travel on-site approximately 35% both domestically and internationally
• Provide strong leadership and communication to both the Onsite team as well as all vendors, and the ability to lead events to allow for successful end results
• Be a true leader onsite for internal team/client and attendees
• Create and manage Onsite Emergency Preparedness Plan for your event
• Life Sciences clients only
• Understand policies and issues pertaining to events with HCPs in attendance
• Knowledge of HCP payments:
  Fee for service (FFS), honoraria, and Expense reimbursement (NEER)

This position includes a set of nonessential physical activities associated with onsite event support. These activities are not fundamental…