About us
Hosts Global is a strategic partner for meeting and event planners worldwide. We help visionary planners deliver meaningful, memorable, and motivating group experiences in over 250 destinations around the globe. Across our destinations, Hosts’ DMCs are known as the local expert, weaving ferocious creativity and intention into every moment, from event design and production to team building programs and everything in-between. For more information about Hosts Global solutions, visit Hosts-Global.com.
Location
Hiring full time position that can work remotely or hybrid depending on location. Candidates should reside in one our of Hosts destinations including: Austin, Baltimore, Chicago, Dallas, Las Vegas, Los Angeles, Louisville, Nashville, New Orleans, San Antonio, San Diego, Seattle and Washington DC.
Overview
Hosts Destinations Services Destination Management Company “DMC” seeks dynamic & hard-working corporate event manager who is responsible for the successful planning and execution of all internal events. This role involves overseeing all aspects of event management including project planning, event coordination, budget management, supplier management, contract negotiation, risk management, communication with internal stakeholders and external stakeholders such as suppliers, speakers, sponsors, and Hosts Global DMC members. The ideal candidate will have integrity and a passion for the industry and will conduct all business matters fairly, honestly and ethically and with the utmost professionalism.
We’re looking for…
- Logistics evangelist
- Solution wizard
- Relationship dynamo
- Spreadsheet samurai
- Financial ninja
- Anchor of reality with respect for the dream
- Goosebump chasers
Do You…
- Always want to know who, what, where, when…and mostly WHY?
- Dive in to a spreadsheet like you’re solving the Sunday crossword?
- Get excited about untangling complex challenges – and present solutions like magic?
- Know how to manage your time when everything feels like a priority?
- Look for ways to do it better?
What are the essential tasks?
- Project Management & Event Coordination
Collaborate with stakeholders to establish the event’s scope and objectives.
Construct a comprehensive project plan that includes all key project elements, such as budget, timeline, venue, suppliers, marketing, and communication strategies.
Generate project schedules and timelines that outline key milestones and deadlines for each stage of the event planning process.
Supervise every stage of the event to ensure that all deadlines are achieved, and the event is executed seamlessly.
Oversee logistical operations during pre-planning as well as on-site such as venue & supplier selection, registration, accommodations & lodging, event design & flow, transportation, rental equipment, audiovisual, food and beverage, tours & activities, and event staffing.
Conduct a post-event analysis to assess the success of the event and identify areas of improvement based on key performance indicators such as attendance, ROI, attendee and member engagement and feedback.
- Supplier & Contract Management
Identify, vet, and select suppliers based on key criteria such as demonstrated expertise, service capabilities, product quality, reliability, safety & emergency preparedness, risk mitigation & insurance, pricing, and availability.
Negotiate supplier contracts to clearly define scope of services, delivery dates & service timelines, payment terms, cancellation and refund policies, liability & insurance, confidentiality, and intellectual property.
Develop and maintain favorable supplier relationships by means of effective communication, establishing trust, fostering collaboration, and offering essential feedback.
Monitor supplier performance to ensure they are meeting the agreed-upon standards and take corrective action if necessary.
Manage supplier payments to ensure they are made on time and in accordance with the terms of the contract.
Manage supplier data to track information such as contact information, contract terms, performance metrics, and overall spend.
- Content & Speaker Management
Work with stakeholders to develop content that aligns with the event goals, objectives, and target audience. This may include creating presentations or other materials.
Identify potential speakers who are experts in their field and have relevant experience or knowledge based on the approved topic.
Negotiate speaker fees and expenses, including travel, lodging, and other costs associated with the speaker’s participation.
Coordinate speaker logistics including travel arrangements, booking accommodations, and arranging transportation to and from the event venue.
Maintain regular communication with the speaker to ensure that they are prepared and informed about the event and its requirements.
Provide support during the event such as ensuring that their audiovisual equipment is set up properly and they have everything they need to deliver their presentation.
Manage post-event evaluations by collecting feedback from attendees about the speaker and the content to identify areas of improvement.
- Budget Management
Work with stakeholders to establish a budget that considers all expenses associated with the event, including venue rental, equipment rental, catering, travel costs, marketing materials, and staff.
Provide recommendations on cost-saving measures that will not sacrifice the quality and integrity of the event.
Monitor the budget throughout the planning process to ensure that expenses are kept within the budget and adjust as needed. Any expenses that exceed the budget require pre-approval from budget owner.
Provide regular financial reports to the event stakeholders regarding budget status and recommendations for improvement.
Prepare post-event budget analysis that reviews actual vs. budgeted expenses, variances, cost per attendee, and ROI that will be used to inform future budgetary decisions.
- Communication Management
Devise a marketing and communication strategy that effectively promotes the event to the target audience and maximizes attendance.
Communicate regularly with stakeholders to keep them informed about the progress of the event planning process and any issues or changes that arise.
Produce comprehensive written guidelines regarding the event, which cover crucial information such as the event’s purpose and objectives, group demographics, on-site point of contact(s), production schedule, event timelines, contracted services, and staff directives to ensure all stakeholders are well-informed and aligned.
- Risk Management
Develop a comprehensive risk management plan for each event by identifying potential risk factors and their impact levels. This plan should include safety protocols, contingency plans, emergency preparedness measures, and an emergency communication matrix.
Ensure that all stakeholders, including event staff, suppliers, attendees, and venue personnel, are aware of the identified risks and the risk management strategies in place.
Monitor and evaluate risks during the event to evaluate the effectiveness of the plan and identify opportunities for improvement in the future.
What do we need?
- A bachelor’s degree in hospitality, event management, or a related field.
- Minimum of 5 years of experience in event planning, project management, budget management, and supplier management.
- Demonstrated proficiency in creatively enhancing and delivering events across a diverse range of categories including special events, tradeshows, sales missions, educational seminars, and more.
- Excellent organizational, communication, and problem-solving skills.
- The ability to multitask, work well under pressure, and exercise good judgement.
- Strong attention to detail and the ability to anticipate potential issues and develop contingency plans.
- Proficiency in Microsoft Office, including Outlook, Word, Excel, and Teams.
- Experience working with registration platforms such as Cvent, Lenos, Eventbrite.
- Flexibility to travel and work some weekends and evenings as required.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
