Sr. Event Experience Manager (Incentive & Sales Meeting Experience Required) - Remote

Event Experience Manager focuses on tactical operations and works with the operations team to provide optimal services to the account to support those goals. Project Management with consultative approach for virtual, hybrid or in person meetingsClient, Financial, and Vendor ManagementMarketing & Sales, Event Design, and Onsite ServicesManage multiple projects on tight timelinesAct as a mentor to associates who are new to the company or promoted to the Operations departmentEvent Management:Follow all client mandated SOPs as requiredDigital producer and/or tech support for your own eventsWork with the Procurement Department to source and secure event space and guestroomsUnderstand, review and monitor contract terms, space, and guest room blocksSource, 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 timesCreate and manage the program agenda, event resume, event specification sheets and client and internal timelines based on company and client SOPsHave 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 needsUnderstand registration and reporting expectations for event. Where applicable, collaborate with M&IW’s Attendee Registration Department on all attendee communications, event reporting and housing inquiresGuide internal and external teams throughout process through effective communication and organized plansSchedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetingsCollaborate with M&IW’s Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if neededWork with M&IW’s mobile app team to create an app on a platform that meets the client’s eventAct as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless eventCollaborate 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 bidsCoordinate with Production to create and manage the event agenda and show flowBEO review and executionCoordinate and schedule all required ground transportation using preferred vendorsCreation/coordination of distribution of travel letters and departure noticesConceptualize creative theming and elements to be incorporated into special events, entertainment, parties, décor, activities, gifts and branding to enhance your event within the approved budgetCoordinate speaker management; registration and logistics for events, collection of bios and session descriptions and presentation, Green Room needs and ridersSecure and incorporate client products or other requested items to be displayed throughout the event or served during banquet functionsPlan and execute large, complex eventsWork with and guide client committee/planning teamMentor and guide junior-level associates through the event planning processProvide world class events through quality, flexibility, service, and ability to work with any personality typeMarketing, Sales and Event Design Services:Work with M&IW FLOW division and client to create and write marketing planBrainstorm with M&IW FLOW division and offer suggestions to client on new ways to market and promote the eventUtilize various sales and marketing techniques to recruit new and existing sponsors and exhibitors for Conference and Tradeshow eventsUtilize various sales and marketing techniques to grow attendance at the eventAssist the Sales Team by presenting at a sales pitch for new businessCollaborate with creative team to design any promotional materials for the event, or any materials for distribution at the eventResearch entertainment options to meet theme and budget (DJ, band, dancers, performers)Create décor and lighting presentations based on theme and budget, working with production companiesCreate and manage diagrams based on guest counts, entertainment, equipment, A/V and lighting componentsAct as liaison between hotel/venue and all vendors, providing the support and communication required to produce a seamless showCreate production schedule, supervise deliveries, setups and strikes of stage, A/V, lighting, décor, equipmentManage logistics and riders for entertainment companiesCreate concepts for team building activitiesCreate concepts for Corporate Social Responsibility and Sustainability opportunitiesMentor and guide junior-level associates through the marketing, sales, and event design services processesFinancial Management:Exhibit strategic M&IW cash flow management governance on all programsFull understanding of client financial internal requirements and deadlinesBudget creation/management, including large/complex budgetsManage all event related payment requests and processingFull audit and reconciliation of the hotel and other vendor invoicesCost savings worksheet creation and managementFinal invoice document managementReconciliation management including estimated invoice and final invoice requirementsMentor and guide junior-level associates through the budget and final reconciliation processVendor Management:Source, secure and manage all required suppliers for event to allow for the best services at the most effective pricingNegotiate cost savings and manage payment/reconciliation processClearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the eventWork with production vendors on creative development through event executionManage and keep creative team/vendor on budget and schedule for pre-event reminders, teasers, and email blastsMentor and guide junior-level associates through the vendor management processOnsite Services: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 resultsManage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clientsCreate and manage Onsite Execution Plan for all staffHost daily staff meetings to keep staff updated and informedBe a true leader onsite-for internal team/client and attendeesCreate and manage Onsite Emergency Preparedness Plan for your eventMentor and guide junior-level associates in world class onsite servicesLife Sciences clients only:Understand policies and issues pertaining to events with HCPs in attendanceKnowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER)Partner with M&IW’s HCP compliance and reporting specialists to meet client’s Service Level Agreements.Conference & Tradeshow specialty only:Build prospectus for each tradeshow, ensuring that all possible sponsorship and exhibitor options are offeredEnsure that the registration website has full menu of options from the prospectus for exhibitors and sponsors to support revenue needsManage sponsorship sales for conferences and tradeshowsManage sales of exhibits and work with exhibitor on specific booth requirementsManage tradeshow exhibit floor design and layoutManage communication plan to all exhibitors and sponsorsWork with client to ensure sponsor and exhibitor payments are processed in advance of eventEnsure pre-event marketing communications for all sponsors are executed in a timely mannerManage communications and specs with show services vendors (registration desk, carpet, electricity, trash, food and beverage, etc. College degree or equivalent experienceMinimum 7+ years of experience in the meetings industry, specifically in operations and specialty area(s) if applicableKnowledge of virtual and hybrid event optionsAbility to travel on-site approximately 35% both domestically and internationallyProven excellent oral and written communication skills in both internal and client-facing environmentsDemonstrated track record of successfully managing large complex projects simultaneouslyAbility to deliver creative outputs in a constricted timeline while maximizing available resourcesExperience working in a virtual office environment a plusProficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)Experience with database management programs (Cvent preferred)Life Sciences specialty onlyMinimum 5+ years of experience in Life Sciences programs, sales and/or clinical program managementConference & Tradeshow specialty onlyMinimum 5+ years of experience in Meeting/Conference Planning or Exhibit/Tradeshow ManagementIncentive Services specialty onlyMinimum 5+ years of experience in Incentive program managementWhat we provide: Those services include Event Management and Design, Event Sourcing, Attendee Registration and Reporting, Event Technology and Production, Creative Services, Event Marketing and Communications, Gifting and Engagement Strategies, Incentive and Recognition Solutions, Group Air Travel, On-Site Execution and Staffing, and Event Analytics.