Position terms:
- Contract position commencing mid August to mid NOvember with a view to being extended
- 5 days p/w
Position terms:
Event Manager role focuses on the delivery of quality meeting planning and execution services for a variety of clients mainly in the Healthcare or Pharmaceutical sectors as part of an end-to-end management solution. Whilst the role primarily focuses on the logistic management, there may also be the need to provide creative support.
Roles & Responsibilities:
- End to end Event Management of multiple client's events, from 10 people up to 500 pax including all aspects of delegate management
- Ongoing key operational client contact - act as the key client contact for program including proposal creation and presentation, contracting, regular WIP reviews, ongoing engagement and escalation as needed
- Source, Negotiate, Contract and Manage all vendors / suppliers for the meeting on clients behalf and ensuring quality services at efficient rates.
- Create and Manage critical path for event(s) including key dates internally and externally
- Create, design and manage all aspects of the program (food and beverage, activities, transport, theming etc)
- Attendee Management and associated aspects (initiations, itineraries, rooming lists, special needs, dietary requirements, attendee communications etc)
- Coordinate, or manage, the air ticketing team for the event for seamless operations and client facing engagement
- Facilitate all supplier payments including regular reporting on fund movements
- Create and Manage the initial, negotiated, working and final budgets throughout the program in an accurate and timely manner
- Proactive management of event, and account, profitability
- Full financial reconciliation post event within defined SLA parameters
- Meet all deliverables and SLA's, both internally and externally
- Understand and be compliant with all American Express policies
Sourcing & Supplier Engagement:
- Conducting domestic and international site searches, sourcing properties/venues adhering to client budgets and parameters
- Prepare Site Availability Reports that outline available properties/venues for client meetings
- Negotiating on all aspects of hotel/venue contracts on behalf of the client, driving the highest level of cost savings
- Negotiating on all aspects of air contracts on behalf of the client, driving the highest level of cost savings
- Work with the client hotel addendum and negotiate this on behalf of American Express clients to ensure the client's addendum is adhered to
- Executing contracts with suppliers on behalf of the client
- Building and maintaining relationships with all suppliers
- Contract, negotiate and maintain relationships with vendors and DMCs.
- Negotiate food & beverage functions, understanding guarantees and limitations
- Understand attrition guidelines and cancellation penalties
- Coordinate all logistics of domestic and international site inspections
- Utilize Meeting Management Technology tools to manage RFP/response process
- Provide clients with final signed contracts and Contract Savings Reports that outline all cost savings as a result of negotiations
- Maintain and report timely and accurate program data
Qualifications:
- Experience with Event Management software, preferably Cvent
- Demonstrate experience with delegate management and registration
- Minimum of five years experience in project, event or meeting management, at least 2 year proven negotiation and contracting experience.
- Knowledge of domestic hotels and destinations required, international a plus.
- Knowledge of travel supplier operations, overall capabilities/range of services.
- Program management system experience preferred, especially with an online sourcing tool. Understanding of and ability to effect win/win solutions.
- Operations experience in hospitality industry or equivalent a plus.
- Prior successful experience in developing and maintaining key client and supplier relationships.
- Prior experience in effectively handle multiple projects/demands.
- Strong knowledge of program/event management and budget maintenance.
- Proven aptitude for technology and/or software solutions and analytical skills required.
Location
Australia - Sydney
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