Events Program Manager

Summary

Direct Travel’s Creative Group is a full-service performance improvement company specializing in meetings, events, incentive travel, employee engagement, and recognition programs. The Events Program Manager leads client relationships, internal teams, program planning and execution, supplier coordination, financial management, and on-site event operations while developing creative solutions and process improvements.

Responsibilities

• Functions as the main client contact and works diligently to develop a strong relationship; and manages clients
• Offers client dynamic experiences using the i|xperience™ methodology, working in conjunction with Marketing; leads client by providing workable and creative solutions
• Consults with client to determine goals, needs, objectives, and expectations of the program
• Remains current and knowledgeable about the industry to provide the client with creative and compelling concepts
• Understands client/group idiosyncrasies and adapts Creative Group services, accordingly; in the case a client’s request does not fit in the company’s service offerings, consults with the Design & Innovations and/or the Account Executive
• Schedules and facilitates client planning and debrief meetings to evaluate program results
• Is accountable for successful program outcome
• Collaborates with appropriate team members in internal kick-off, following program turnover from pre-sales to operations
• Executes overall strategy and choreography of meetings and events
• Leads clients and other team members on operational site inspections
• Negotiates and manages supplier contracts, including deposits, attrition, concessions, guarantees, room blocks, and master accounts in conjunction with internal team members
• Manages and works with hotel and supplier staff to exceed customer expectations. Provides best pricing, options, and program objectives. Maintains logistical accountability of meetings. Acts as liaison between customer, hotel, and all suppliers
• Creates and communicates all program specifications and program details and approve event orders
• Oversees design, marketing concepts and promotional campaigns, copywriting, and budget specific to the program in conjunction with the Project Manager
• Sends appropriate post-program correspondence to all stakeholders
• Manages client budget with a focus for client cost savings while maximizing revenue opportunities
• Understands and monitors estimated labor hours for team to maximize profit
• Manages cost-savings, reconciliation, and invoicing
• Be a sought-after partner, by building trust with clients, internal team, and external partners
• Provides confident leadership for the client, planning team, and company through all actions and to be able to successfully execute programs
• Establishes, communicates, and monitors all timelines and budget parameters
• Mentors Project Managers on an ongoing basis
• Works with all internal departments (as applicable per program) for the successful execution of the program, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance
• Is responsible for on-site program execution and direction of travel staff. Implements contingency plans as needed Troubleshoots and solves onsite problems seamlessly
• Is responsible for identifying and sharing best practices and process improvements company-wide
• Gathers, shares, and applies learnings for continuous process improvement
• Can adapt and work successfully with any client, partner, and program
• Seek feedback, absorb, and act in the spirit of continuous personal development
• Perform other duties as assigned

Skills

• * Bachelor's Degree in Business, Hospitality, Event Planning or a combination of education and work and experience is required
• * Minimum of 4 years of experience in the Hospitality and/or group/individual performance industry, with at least 3 years of meeting planning experience
• * Proficiency in Microsoft Word, Excel, and PowerPoint
• * Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
• * Ability and willingness to work extended workdays and possible weekends
• * Accessible during acceptable working hours identified per project/program
• * Travel may be required to oversee projects through execution
• * Frequent use of a computer and other office equipment
• * Ability to lift 20 lbs
• * Frequent sitting, standing, and walking
• * Ability to adhere to hybrid office policy
• * Minimum of (5) years of experience in event planning/operations and travel
• * CVENT experience (minimum 2 years)
• * Quick learner-gets up to speed on systems/processes
• * Experience with client invoicing, vendor payments, and company credit card reconciliation
• * Highly skilled in time management to facilitate involvement in multiple projects
• * Possess strong verbal and written communication skills
• * Proficiency in Microsoft Suite, Google Suite, Adobe, Teams
• * Knowledgeable in video conferencing platforms such as Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
• * Professional manner and appearance
• * Demonstrates the ability to think critically and strategically to anticipate opportunities and challenges
• * Be able to actively listen, have the capability to instill confidence in clients and colleagues, and present information with confidence
• * Must be able to take direction and work well with others
• * Must be able to concentrate and perform accurately while meeting applicable productivity measures
• * Must be able to manage changes proactively and manage tasks as assigned
• * Must be able to lawfully work within the US and have unrestricted work authorization for US
• * Prior experience working for a TMC
• * Strategic thinker
• * Certification in Meeting Planner (CMP) is a plus
• * College degree preferred
• * CMP or other Industry Certification

Qualifications

Must Haves

• * Bachelor's Degree in Business, Hospitality, Event Planning or a combination of education and work and experience is required
• * Minimum of 4 years of experience in the Hospitality and/or group/individual performance industry, with at least 3 years of meeting planning experience
• * Proficiency in Microsoft Word, Excel, and PowerPoint
• * Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
• * Ability and willingness to work extended workdays and possible weekends
• * Accessible during acceptable working hours identified per project/program
• * Travel may be required to oversee projects through execution
• * Frequent use of a computer and other office equipment
• * Ability to lift 20 lbs
• * Frequent sitting, standing, and walking
• * Ability to adhere to hybrid office policy
• * Minimum of (5) years of experience in event planning/operations and travel
• * CVENT experience (minimum 2 years)
• * Quick learner-gets up to speed on systems/processes
• * Experience with client invoicing, vendor payments, and company credit card reconciliation
• * Highly skilled in time management to facilitate involvement in multiple projects
• * Possess strong verbal and written communication skills
• * Proficiency in Microsoft Suite, Google Suite, Adobe, Teams
• * Knowledgeable in video conferencing platforms such as Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
• * Professional manner and appearance
• * Demonstrates the ability to think critically and strategically to anticipate opportunities and challenges
• * Be able to actively listen, have the capability to instill confidence in clients and colleagues, and present information with confidence
• * Must be able to take direction and work well with others
• * Must be able to concentrate and perform accurately while meeting applicable productivity measures
• * Must be able to manage changes proactively and manage tasks as assigned
• * Must be able to lawfully work within the US and have unrestricted work authorization for US
• * Prior experience working for a TMC
• * Strategic thinker

Nice to Haves

• * Certification in Meeting Planner (CMP) is a plus
• * College degree preferred
• * CMP or other Industry Certification

Benefits

• This position can be remote or hybrid with 2 days in office if local to Schaumburg, IL or Appleton, WI.
• Medical, Dental, and Vision benefits
• Retirement Plans
• Wellness
• Recognition
• Sustainability
• DE&I
• Mental Health support