Event Manager

Impact Xm - Denver, CO

Full-time - Mid Level

Denver, CO

Specialty Trade Contractors

About the position

As a Senior Event Manager specializing in Healthcare and Pharma, you will play a pivotal role in planning and executing meetings and special events for Impact XM's clients within these industries. Your responsibilities will encompass a wide range of tasks, including serving as the primary liaison between suppliers and organizational staff to arrange meetings, events, training sessions, and hospitality suites at conferences and trade shows. You will be responsible for researching, evaluating, and negotiating with preferred vendors, ensuring that all aspects of the events are executed flawlessly and within budget constraints. In this role, you will develop comprehensive proposals and estimated cost models, track budget statistics, and prepare management reports for individual events, as well as monthly tracking of annual program spending. You will maintain oversight of the budget throughout the pre-planning, execution, and post-show reconciliation phases, ensuring that all financial aspects are managed effectively. Additionally, you will lead the selection process for meeting and event sites, negotiating contracts for hotels, lodging, and meeting space rentals to align with the approved budget. Your coordination skills will be essential as you manage multiple meetings and convention needs for recurring clients, overseeing registration and payment procedures, promotional advertising, invitations, and corporate sponsorship activities. You will consult with client representatives and Impact XM's Convention and Meeting Planners to finalize details such as expected attendance, housing requirements, meeting space preferences, and food service schedules. Furthermore, you will communicate with various entities, including Convention Management and Housing Bureaus, to secure and manage housing blocks and registration needs during convention activities. On-site, you will oversee the delivery of housing, registration, and badging for client groups, ensuring a seamless experience for attendees. You will also manage the payment process for housing blocks, including the creation of Master Billing with hotels and coordinating payments with clients. Travel may be required for on-site management of events, making flexibility and adaptability key attributes for success in this role.

Responsibilities

• Serve as liaison between suppliers and organization staff in arranging meetings, events, training sessions, and conference and trade show hospitality suites.
• Research, evaluate, negotiate with, establish, and maintain relationships with preferred vendors.
• Develop proposals, estimated cost models, budgets, track budget statistics, and prepare management reports for individual events, as well as monthly tracking of annual program spend.
• Maintain budget and budget changes throughout pre-planning, meeting execution, and post-show reconciliation.
• Lead selection of meeting/event site process and negotiate hotel, lodging, and meeting space rental contracts to meet approved budget.
• Oversee meeting schedules, materials, and services for multiple meetings/convention needs for recurring clients.
• Coordinate registration and payment procedures, promotional advertising and mailings, invitations, and corporate sponsorship activities.
• Consult with representatives of client groups or organizations to plan meeting and/or convention details such as expected attendance, housing requirements, meeting space desired, food service schedule, and payment arrangements.
• Communicate with Convention Management, Housing Bureaus, Hotels, and other entities to secure and manage multi-room housing blocks and registration/badge needs, as well as meeting spaces and support services during convention activities.
• Oversee communications to attendees, including electronic communications and Convention Information documents.
• Manage on-site delivery of housing, registration, and badging for client groups at conventions.
• Oversee and manage payment process for housing blocks, including creation of Master Billing with hotels and payments using Impact credit cards.

Requirements

• Bachelor's degree (B.A. or B.S.) from a four-year college or university; and 2+ years' similar experience successfully executing projects and programs and/or training; or equivalent combination of education and experience.
• Experience with Trade Shows, Convention and/or Congress planning, as well as Housing Bureaus is highly desirable.
• Must be passionate about working with people and be customer-centric.
• Must show good attention to detail and possess effective communication skills.
• Ability to make effective presentations and prepare written documentation including proposals, quotations, and letters.
• Exhibit the ability to multi-task, sell, and operate under severe time constraints and immovable deadlines.
• Good organization, detail, and follow-up skills are required.
• Experience in the event marketing or a creative solutions-based agency is preferred.
• Thrives in an entrepreneurial and independent environment, embodying flexibility and open-mindedness.
• Ability to develop excellent rapport with existing and prospective clients and possess a good business sense.
• Proficient using Microsoft Office programs.

Nice-to-haves

• Experience in the healthcare or pharmaceutical industries is a plus.
• Familiarity with digital engagement strategies for events.

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Health insurance
• Vision insurance
• Flexible Time Off
• Holiday pay
• Life insurance
• Long-term disability (LTD) insurance