Manager, Meetings & Events

Full-time

Mesa, AZ

10 days ago | Requisition ID:

Winsight is a leading B2B information services company focused on the food and beverage industry, providing insight and market intelligence to business leaders in every channel consumers buy food and beverage – convenience stores, grocery retailing, restaurants and noncommercial foodservice – through media, events, data products, advisory services, and trade shows.

We are looking for Meeting & Events Manager to join Conference team with a focus on Technomic Events (14-16 per year) and single planner meeting assistance. Emphasis on hotel management and event registration along with other meeting and planning responsibilities. This position will have a dotted line reporting relationship to the Program Manager, Technomic.

Essential Functions:

  1. Conference agenda coordination
  2. Event coordination
  3. Hotel logistical coordination
  4. Budget creation and tracking
  5. Registration management
  6. Virtual meeting coordination

 
Position Responsibilities:

  • Agenda management
    • Attend monthly agenda update meetings and contribute ideas, feedback, and general information.
    • Capture agenda updates and make edits on the internal agenda and the registration website
  • Event Coordination
    • Ensure all staff are completing tasks by appropriate due dates
    • Schedule weekly/monthly calls with the Technomic team 
  • Hotel/Venue logistical management
    • Create and maintain venue contracts for all Technomic events
    • Manage meeting space and room sets
    • Create BEO’s and guarantees
    • Submit AV requirements 
    • Attend all Pre and Post Conference meetings 
    • Manage onsite set up and tear down
    • Book speaker accommodations and manage speaker communication
  • Budget creation and tracking
    • Create all Technomic event budgets with the EVP, Programs, Technomic
    • Manage all budgets throughout the year – tracking and updating as quotes are collected
  • Registration
    • Manage Room Block with hotel’s rooms reservation coordinator
    • Create On-Line Cvent Registration Site 
    • Provide weekly registration reports 
    • Generate final attendee reports
    • Manage Registration desk at event and staffing
  • Virtual meeting coordination
    • Work directly with Technomic’s Program Manager to schedule all the virtual meeting sessions throughout the course of the year, this includes: creating the calendar for staff to reference, creating GoToMeeting links and providing registration reporting

 

Knowledge, Skills & Abilities
Registration:

  • Ability to manage a registration team onsite 
  • Experience managing attendee registration process for customers, prospects and staff attendees
  • Experience with Cvent for use in developing and managing group registration and housing sites as well as conference surveys and event invitations
  • Housing & Room block management
  • Weekly registration reporting
  • Budget management 
  • Manage event badge requirements, order collateral/supplies/meeting materials
  • Proactively bring new ideas and improved processes to the team for consideration
  • Assist in other areas as directed by the Sr. Manager, Meetings & Events

 Hotel:

  • Ability to manage a hotel team onsite 
  • Communicate and manage relationships with hotels, transportation, and other vendors.
  • Assist in negotiating contracts for hotel accommodations, transportation, meeting space rental, equipment rental, and food and beverage services
  • Manage relationship between hotel and Technomic team to include meeting specs, BEOs, onsite management and post event accounting
  • Budget management 
  • Manage and track insurance documentation for all vendors and venues
  • Engage appropriate counterparts outside of workday to gain best-practice knowledge and market trends which enhance our events
  • Assist in other areas as directed by Sr. Manager, Meetings & Events

Qualifications:

  • Minimum of 3-5 years of documented related experience, knowledge of the hospitality/event show industry.
  • Very good with attention to detail, well-organized and able to document processes, creating timelines and templates that can be applied to future projects.
  • Strong knowledge of registration planning process, registration software Cvent and Big Marker preferred but not required.
  • Excellent written and verbal skills.
  • Effective time-management: proactive, efficient, sets priorities and handles multiple assignments simultaneously; plans effectively for both short and long-term projects; meets deadlines.
  • Strong, positive customer service skills
  • Ability to work well independently and collaboratively.
  • Willingness to travel required

 

Winsight is an Equal Opportunity Employer. Winsight does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit and business needs.

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