Events Manager

The Events Manager will be primarily responsible for overseeing and executing company events, including award ceremonies, corporate functions, tradeshow exhibitions, happy hours and webinars, among others. The position is responsible for seeking & securing sponsorships, developing budgets, creating event programs, communicating with event attendees & corporate donors, event marketing, contracting vendors and for coordinating event logistics, timelines and tasks as necessary for event production.

Reporting to the VP of Communications, the Events Manager will be available to work in-person events around the Washington, D.C. metro area. They will deliver exceptional events with grace, a sense of humor and attention to detail. A successful candidate must be able to work independently, anticipate project needs, discern work priorities and meet deadlines. They should have a passion for special event management, provide outstanding communication to staff, vendors and event attendees, be an enthusiastic professional and be capable of building strong and positive relationships with vendors and sponsors.

Responsibilities

• Serve as the lead for event management and implementation, sponsorships and revenue generation. Duties include:
• Conceptualize and plan event calendar; create and manage all aspects of in-person and virtual events, including the timeline, program, budget and task list.
• Build and lead all phases of event sponsorship program, including creation of sponsorship packages based on best practices and research, solicitation and securing of sponsorships.
• Manage the budget and resources allocated to all events and sponsorships. Monitor expenses, ensure efficient utilization of resources and achieve event and sponsorship goals.
• Lead all event planning and production meetings and discussions.
• Lead annual awards program – including application process, serving as main point of contact with vendors and leadership and collaborating with communications team to create graphics and send award notifications.
• Organize and lead collaboration with Communications team on event concept, graphic design/production/printing, and event marketing.
• Negotiate costs and services with vendors; conduct site visits, book event space, arrange food and beverage, order all supplies/decorations and coordinate logistics for shipping to event location; coordinate audiovisual equipment & operation.
• Secure volunteers; manage the staff and volunteers working at the event and coordinate staff travel, as needed.
• Secure guest speakers and entertainment; collaborate with communications team on agenda and scripts.
• Work with venues to create/revise room layouts/seating arrangements for each event as necessary.
• Manage on-site production and clean up for events as necessary.
• Organize and manage the invitation, registration and attendee check-in processes; keep all stakeholders apprised of event details/changes.
• Manage event follow up with vendors, speakers, sponsors and staff members. This includes written appreciation for speakers and sponsors, reviewing vendor and sponsor contracts to ensure fulfillment and administering post-event surveys.
• Run staff debriefs, collect and analyze participant and sponsor feedback and optimize event offerings based on data.
• Update/develop detailed outlines for each event to be used as a template for future events.
• Support member committees that hold events; may include serving as liaison.
• Other duties as assigned.

Essential skills

• Strong strategic thinking, planning and project management skills.
• Demonstrated experience managing large- and small- scale events and successfully implementing event marketing strategies.
• Ability to learn new technology programs quickly, including member database.
• Mastery of using Zoom to host virtual events.
• Proven experience generating attendance and sponsorship dollars for various types of events.
• Ability to juggle and manage many tasks simultaneously.
• Experience within the association space, or knowledge of the priorities and complexities of membership-based organizations.
• Strong written and verbal communications skills; ability to write business documents, such as board reports and sponsorship packages.

Qualifications

• Bachelor’s degree
• 8-10 years of professional work experience in events.
• Excellent verbal, written, and proofreading skills.
• Self-confident team player with strong interpersonal skills.
• Able to meet time-sensitive deadlines, multitask, and work both independently and in a team environment.
• Ability to lift and move heavy items to facilitate events.
• Able and willing to work a flexible schedule that may include evening and weekend work.
• Have reliable transportation due to events schedule and locations.
• Must have ability to work in the office 1-2 days per week and attend events in and around the Washington, D.C. metro area.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to independently ascend and descend stairs
• Ability to independently reach, twist, and bend
• Ability to independently remain stationery for extended periods of time
• Ability to independently lift up to 30 pounds when required by work assignment