Official Specifications
Role Overview & Mandate
Executive Summary
The Role: The Event Manager will be responsible for all elements of the end to end management of an event, including...
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The Role:
The Event Manager will be responsible for all elements of the end to end management of an event, including sourcing, group air, logistics, financial management and delivery.
They will manage the process from Meeting Qualification call and initial venue proposal to post project financial reconciliation, respecting customer and American Express Meeting & Events standards, procedures and policies.
Responsibilities:
- End to End National and/ or International project management
- Negotiation (Financial, Contractual etc) with suppliers
- Communication with meeting owners
- Operational management of the event database (planning, registration)
- Accurate and timely data management
- Logistical coordination of the event
- Budget reconciliation per event
- Sound Company product knowledge and ability to cross sell products where possible
- Analytical Reasoning – using analysis of today’s meeting data for future event delivery
- Onsite assistance
- Financial and Data Reporting per event, per client
- Additional duties as requested
- Willingness to travel internationally – often at short notice
The Event Management role contains all or some of the following tasks:
SOURCING
- Qualifying call with meeting owner to determine requirements of the event
- Identify appropriate venues according to client/event needs and launch of Request for Proposal
- Creation of Client Event Proposal
- Identify appropriate transportation to venue (air, train…)
- Follow preferred suppliers program
- Advise the client about the most suitable options to meet event objectives
- Inform about rejected venues (quality, availability…)
- Communication with suppliers
- Confirm and manage supplier deadlines
- Reminders to customer on supplier deadlines
- Budget creation and management
- Negotiate rates and conditions
- Revenue management to ensure per event profitability
- Coordinate Inspection trip if needed and assistance if required
- Secure meeting owner approval on budget and terms & conditions of suppliers
- Collect required data according to customer policies (POs…)
- Confirm/Cancel venues to suppliers
- Provide feedback to suppliers on cancelled venues
- Secure contracts from suppliers to be signed
- Renegotiate best rates, contract conditions and payment terms
- Sign contracts with suppliers
- Issue timely deposit invoices to customer
- Make required payment to suppliers to ensure bookings
LOGISTICS
- Identify opportunities to increase income/revenue: new products, additional services, improved services
- Liaise with suppliers
- Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)
- Attendee management
- Direct contact with attendees (if required)
- Reminders to meeting owner on cancellation and attrition deadlines
- Establish plan for transportation from origin cities to venue
- Coordinate transfers at destination
- Advise meeting owner about menu options
- Prepare documentation for attendees:
- Programme / Welcome letter / Badge / Air/Train ticket
- Prepare internal documentation for the event:
- Agenda with milestones and details of the event / Rooming list
- Transfer lists / Contacts
- Prepare meeting signage
- Alert meeting owner with updated budget if it increases more than 10%
- Updated budget to client prior to departure
- Ensure compliance to customer policies
- Issue invoices to customer as per agreement
- Make required payment to suppliers as per ad hoc agreements
- Briefing to onsite assistants/freelance staff
EVENT
- On site assistance
- Ensure approval is received for any extra service required on site
- Negotiate cancellations/no shows to minimize costs
POST EVENT
- Re-negotiate cancellations/no shows to minimize costs
- Refund unused flights where possible
- Prepare specific report per event (transparency, compliance, expenses, savings…)
- Prepare actual Attendee status
- Prepare actual budget with final cost reconciliation
- Prepare final invoice for client or individuals
Key Skills Needed:
- Fluent Business English
- Additional languages are a benefit to the role
- Customer care excellence
- Proficiency in Word, Excel and PowerPoint
- Proficiency in “Mail Merge” capability in Word and “Pivot tables” in Excel
- Proficiency in Cvent – data entry, eRFP, reporting, budget
- Minimum of 1-3 years experience in event management
- Flexibility and Ability to adapt
- Able to work well in a Team
- Used to working under pressure
- High level of attention to detail
- Willingness to travel internationally – often at short notice
Location
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