Event Manager

Position: Event Experience Manager Position SummaryThe Maryland Association of CPAs (MACPA) is seeking a detail-oriented and highly organized part-time Event Experience Manager to support the planning and execution of approximately 12 in-person and virtual events annually across Maryland. The Event Experience Manager will support the logistical planning, vendor coordination, contracting, onsite execution, and operational details needed to deliver high-quality MACPA events. This role is essential to ensuring MACPA events are well-organized, professionally executed, and aligned with the attendee, sponsor, speaker, and member experience goals established by the event team. This is a part-time position that plays a critical role in helping MACPA deliver events that reflect its commitment to community, connection, learning, and professional excellence.Key Responsibilities Event ContractingManage venue and vendor contracts for in-person events, including hotels, conference centers, caterers, audio-visual providers, and other event-related vendors.Review contract terms and flag key considerations related to budget, deadlines, deposits, attrition, cancellation terms, space requirements, food and beverage minimums, and operational needs.Track contract deadlines, deposits, deliverables, certificates of insurance, and other required documentation.Serve as the primary logistics point of contact for venues and vendors throughout the planning process.Ensure contract details are documented and shared with other internal stakeholders as needed.Event Logistics & ExecutionCoordinate logistical elements of in-person events, including room setups, food and beverage, AV needs, signage, registration flow, sponsor areas, speaker needs, attendee movement, and onsite experience.Develop and maintain detailed event timelines, logistics checklists, run-of-show documents, banquet event orders, and onsite planning materials.Partner with other internal stakeholders to ensure logistics are aligned with the overall event timeline, project plan, budget, programming, sponsorship commitments, and attendee experience goals.Support the planning team in identifying logistical risks, potential bottlenecks, and resource needs that may impact event execution.Attend planning meetings as needed to provide logistics updates, raise operational considerations, and ensure follow-up on assigned event tasks.Support onsite or live event execution, troubleshooting logistical issues in real time and helping ensure the event runs smoothly.Vendor, Venue & Sponsor Logistics CoordinationMaintain strong working relationships with venues, caterers, AV providers, and other event vendors.Source new venues and vendors as needed to support MACPA’s evolving event needs, geographic reach, budget goals, and attendee experience standards.Coordinate sponsor-related logistics in collaboration with the sponsorship team and planning team, including exhibit tables, sponsor signage, AV needs, onsite placement, and other agreed-upon deliverables.Confirm vendor and venue responsibilities before each event and ensure all parties are clear on expectations, deadlines, and onsite needs.Operational and Administrative SupportTrack event-related expenses and support budget management by maintaining accurate records of contracts, invoices, estimates, deposits, and final charges.Maintain organized event documentation, including contracts, invoices, BEOs, floor plans, vendor contacts, logistics notes, and post-event information.Update assigned tasks in Asana and support visibility into logistics-related deadlines, deliverables, and dependencies.Coordinate with internal teams to ensure event details are communicated clearly and consistently.Identify opportunities to improve planning processes, vendor coordination, documentation, efficiency, and the overall event experience.Participate in post-event debriefs or After Action Review meetings as needed.Provide recommendations for future improvements related to venue selection, vendor performance, onsite flow, attendee experience, and logistics planning.Qualifications3-5 years of experience in event planning, coordination, logistics, or meeting management.Strong…