Senior Event Manager

Title:
Senior Event Manager

Location:
Remote / Flexible

Reports to:
Vice President of Guest Experience

Direct Reports:
None

Position Summary:

Senior Event Manager is responsible for the strategic planning, leadership, coordination, execution, and post-event evaluation of domestic and international events and travel programs for SET. This role owns the full event lifecycle, from program development, sourcing strategy, and contract negotiations through on-site leadership and final financial reconciliation, ensuring exceptional guest experiences, operational excellence, and strong business outcomes. The Senior Event Manager serves as a leader within the organization, partnering closely with Sales, Marketing, Finance, and external stakeholders to develop and deliver high-impact programs that align with client objectives and company goals. As a primary ambassador of the SET brand, this individual is accountable for driving a seamless, memorable, and elevated guest experience while proactively managing risk, budgets, vendor relationships, and event performance.

The ideal candidate is a highly organized, energetic, and relationship-focused professional with strong business acumen and extensive experience leading complex, multi-day programs involving transportation, accommodations, hospitality venues, merchandise, and partner/client engagement. This individual demonstrates exceptional leadership, sound judgment, financial expertise, and the ability to influence across teams while maintaining a hands-on approach to execution. A collaborative mindset, commitment to excellence, and team-first attitude are essential.

Job Responsibilities:

Event & Program Planning

o Lead strategic planning and execution of complex domestic and international event and travel programs, including development of event timelines, production schedules, and master project plans.

o Confirm event start/end dates and pre-/post-tour logistics.

o Research and secure venues, accommodations, restaurants, transportation providers, and hospitality spaces.

o Coordinate site visits and evaluate spaces for capacity, accessibility, and suitability.

o Establish room blocks and oversee accommodation management.

o Create comprehensive program itineraries for internal and external partners/clients.

o Maintain company centralized documentation for all event details.

o Partner with leadership to develop and research new program concepts and guest experience enhancements.

o Identify opportunities to improve event processes, efficiencies, and execution across programs.

Vendor & Contract Management

o Lead vendor sourcing, negotiations, and contracting with hotels, venues, transportation companies, caterers, merchandise vendors, and service providers.

o Review and manage contracts to ensure favorable terms and risk mitigation.

o Track deposits, payment schedules, and cancellation policies.

o Serve as primary relationship manager for key vendor partners, fostering strong and strategic working relationships.

o Ensure vendors meet service expectations, timelines, and compliance standards.

Budgeting & Financial Oversight

o Own event financial performance, including development, forecasting, management, and reconciliation of program budgets.

o Track revenue and expenses throughout the planning lifecycle.

o Process invoices, monitor commission payments, and submit required documentation.

o Reconcile final billing with vendors and internal accounting.

o Prepare financial summaries and close-out reports.

o Identify cost-saving opportunities while maintaining program quality.

Travel & Logistics Coordination

o Coordinate group air, ground transportation, and transfers.

o Arrange airport shuttles and arrival/departure manifests.

o Manage bus assignments, driver logistics, parking, and routing.

o Oversee ticket distribution and credential management.

o Coordinate merchandise orders and delivery schedules.

o Ensure compliance with local regulations and venue requirements.

o Develop contingency plans and proactively mitigate operational risks related to travel, transportation, and event logistics.

Guest Experience & Registration

o Lead as the face of SET with professionalism, friendly disposition, and a passion for the guest and brand position.

o Oversee guest registration processes and tracking.

o Manage guest communications including confirmations, itineraries, and event updates.

o Oversee VIP hospitality strategies and services ensuring a high-touch and personalized guest experience.

o Develop welcome materials, on-site signage, and event collateral as requested.

o Ensure a seamless and high-touch guest experience from arrival through departure and build lasting relationships with both the clients and the guests.

Marketing & Communication Support

o Collaborate with Marketing and Sales teams to align event strategy, positioning, pricing and attendee communications.

o Provide content and timelines for promotional materials.

o Coordinate with internal teams on event announcements and updates.

o Track attendance metrics and engagement data, provide insights from guest feedback.

On-Site Event Management

o Serve as the senior on-site leader for allocated domestic and international programs

o Responsible for overall event performance, decision-making, risk mitigation, and staff management.

o Provide friendly, concierge level guest interaction.

o Manage hospitality areas, food & beverage service, and event flow.

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