The Associate Event Manager must work closely with the client and lead Event Experience Manager to understand the client’s goals and objectives for their conferences and trade shows and provide a return on their investment throughout each aspect of the program. The Associate Event Manager then focuses on the tactical operations and works with the Lead Event Experience Manager to provide optimal services to the client in support of those goals. The Associate Event Manager must be able to work effectively and efficiently with the internal support team, external clients, brand partners, vendors, and exhibitors, while in compliance with the client guidelines.

What you will do here:

Conference Planning, Exhibitor and Sponsorship Management:

• Follow all client mandated SOP’s as required.
• Understand, review and monitor contract terms, event space and vendor /sponsor and exhibitor room blocks.
• Source and secure space at conventions centers, off-site venues & restaurants (if applicable).
• Meeting profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the meeting, keeping financial data accurate and up to date at all times.
• Have an understanding of Event Software (Cvent or client Event Software) capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owners’ needs
• Assist Lead Event Manager in exhibitor and sponsorship package development based on client objectives and prospectus creation. Provide recommendations for revenue generating items that create value for the client, the sponsor and the attendees.
• Research current trends in exhibits and sponsorships and provide fresh, venue specific or client specific offerings.
• Assist client in selling packages through email campaigns and follow up communications through the registration system and outbound calls.
• Understand, review, send out, track and monitor contracts for all sponsorships sold
• Research and recommend exhibitor portals based on needs of client and exhibitors.
• Set up and manage electronic Exhibitor Portal
• Send link for Exhibitor Portal to confirmed sponsors, follow up on deadlines and deliverables, ensure compliance
• Coordinate needs for exhibitors and sponsors for event mobile apps and virtual tradeshow elements.
• Process payment if made through Cvent or send invoice and track payment deadlines and receivables with accounting team. Provide timely and regular updates to the client.
• Schedule regular meetings with all vendors to execute and implement programs(s) and provide clear instructions and deadlines for all deliverables
• Schedule and hold internal team meetings throughout the life of each program: introductory kick-off meeting, pre-con and post-con meetings
• Create and manage client and internal timelines based on company and client SOP’s
• Understand registration and reporting expectations for program. Based on requirements, collaborate and lead M&IW’s Attendee Registration Department on all attendee communications, event reporting, and housing inquires
• Create and manage the program & production show flow
• Assist client with exhibit hall floor plans
• Create and send RFPs for exhibitor services and negotiate contract terms on behalf of the client.
• Partner with Exhibit Services, Hotel, Shipping, A/V, electrical and internet suppliers; communicating client needs and expectations and facilitating inclusions in the exhibitor kit.
• Assist Exhibitor Services vendor with exhibitor kit creation and distribution.
• Create and manage program specification sheets based on program requirements
• Participate in all internal team meetings throughout the life of each program.
• Provide timely and accurate attendee and financial reporting for the clients.
• Collaborate with M&IW’s Attendee Registration Department to register and secure housing for attendees.
• Provide timely and accurate attendee reporting for your meetings.
• Manage all changes effectively by keeping forms and paperwork updated and saved properly on the network, communicate and manage all changes with vendors and other involved parties
• Creation/distribution of travel letters and departure notices.
• Ensure all aspects of an exhibitor package and/or sponsorship package are fulfilled on-site and during the event.

Financial Management Services:

• Full understanding of client financial internal requirements.
• Budget creation/management.
• Manage all program related payment requests and processing
• Manage all receivables, follow up on payments from outstanding vendors/sponsors and work with accounting team to finalize all invoices and payments
• Full audit and reconciliation of the hotel and other vendor invoices
• Payment requests, processing and reconciliation.
• Reconciliation of the hotel and other vendor invoices.
• Cost savings worksheet creation/management.
• Reconciliation management including estimated invoice and final invoice requirements.

Vendor Management Services:

• Manage RFP process for all vendors involved in meeting to allow for the best services at the most effective pricing
• Clearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the meeting
• Work with production and exhibit services/ vendors from selection to creative development to implementation of plan.
• Manage and keep creative team/vendor on budget and schedule for pre-meeting reminders, teasers and email blasts

On-Site Services:

• Provide strong communication skills to on-site team as well as all vendors to allow for successful end results
• Participate in pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clients
• Participate in daily staff meetings to keep staff updated and informed
• Be a true leader onsite for internal team/clients and attendees
• Be the liaison between the exhibitors, sponsors and clients during the show.
• Ensure that all aspects of a sponsorship are filled on site (i.e., signage, branding, mobile app recognition, slide during GS, etc.)

Who you will work with:

• Reporting to the Manager or Director, Event Experience, Event Management Services
• Internal team members from multiple departments
• External clients and key stakeholders
• Vendors and supplier-partners

What we expect:

Details of these areas are shared during interviews and monthly reviews:

• Cultural Excellence
• Role Expectations
• Emotional Intelligence

What you will bring:

• College Degree or equivalent experience
• Minimum 2+ years of experience in Meeting Planning and Exhibit/Tradeshow Management
• Proven excellent oral and written communication skills in both internal and client-facing environments
• Knowledge of virtual and hybrid event options
• Proven excellent oral and written communication skills in both internal and client-facing environments
• Demonstrated track record of successfully managing multiple projects simultaneously
• Ability to deliver creative outputs in a constricted timeline while maximizing available resources
• Experience working in a virtual office environment a plus
• Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
• Experience with database management programs (Cvent preferred)
• Ability to travel at least 35% of the time, including international
• Experience working in a virtual office environment

What we provide:

• Competitive salary
• Health, Dental, Vision and Life Insurance options
• 401K plan
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Global Giveback program for volunteer service
• Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee

Who we are:

M&IW is a global event management firm specializing in virtual, hybrid, and in-person experiences of all shapes and sizes as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil.

M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. 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. Our consulting and enterprise services include Technology Implementation and Administration, Meeting Policy, Process and Optimization, Third-party Governance, Executive Dashboards and Analytics, and Sustainability Best Practices and Tracking.

GLOBAL HEADQUARTERS:

10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553
www.meetings-incentives.com
M&IW associates located throughout the US, UK, Latin America and Asia Pacific Regions