Senior Event Planner-Hotel & Venue Contracting

Senior Event Planner – Hotel & Venue Contracting Specialist

Unionwide is seeking a highly experienced and detail-oriented Senior Event Planner with deep expertise in large-scale hotel and venue contracting. This role is responsible for sourcing, negotiating, and managing complex event agreements for conferences, corporate meetings, incentive programs, and high-profile live events. The ideal candidate is exceptionally organized, commercially minded, and skilled at navigating multi-property negotiations while delivering seamless event execution.

Key Responsibilities

Lead venue sourcing and contract negotiations for large-scale meetings, conferences, and corporate eventsManage complex hotel and convention center agreements including guest room blocks, meeting space, attrition, cancellation, force majeure, concessions, F&B minimums, and AV requirementsDevelop and maintain strong relationships with hotels, convention centers, resorts, and hospitality partnersNegotiate favorable pricing, terms, upgrades, and concessions to maximize client and company valueCoordinate all venue logistics from initial RFP through final billing reconciliationOversee event timelines, budgets, and operational deliverables to ensure flawless executionCollaborate with internal stakeholders, vendors, production teams, and clients to align event objectives and logisticsReview and mitigate contractual risk while ensuring compliance with company standards and event requirementsManage multiple large-scale projects simultaneously in fast-paced environmentsTravel as needed to conduct site inspections, attend events, and manage on-site operations

Qualifications

5+ years of senior-level event planning experience with significant hotel and venue contracting responsibilityProven success negotiating large and complex hospitality contractsStrong understanding of hotel operations, conference services, and meeting logisticsExceptional negotiation, communication, and relationship management skillsAbility to analyze contract language and identify operational or financial risksHighly organized with strong attention to detail and deadline managementExperience managing large budgets and high-volume event portfoliosProficiency in event management platforms, Microsoft 365, and budgeting toolsCMP, CMM, or related certifications are a plus

Preferred Experience

Knowledge of Cvent and Passkey's software with RFPs, Registration, and Housing ManagementLabor Union conferences and national meetingsMulti-city programs and citywide conventionsHotel and resort contractingLarge attendee room block managementProduction and audiovisual coordinationExecutive and VIP event management

Ideal Candidate Traits

Strategic negotiatorCalm under pressureExtremely efficient and proactiveStrong financial and operational acumenRelationship-driven with excellent client service skillsAble to balance creativity with logistics and contract precision

Equal Opportunity Employer