Programme (Event) Experience Manager (Level 2), Event Experience, Event Management Services
The Programme (Event) Experience Manager will work closely with the client to understand the program goals and objectives and provide a return on their investment throughout each aspect of the program. The Event Experience Manager focuses on tactical operations and works with the operations team to provide optimal services to the account to support those goals. The Event Experience Manager works effectively and efficiently with the internal support teams, external clients, and vendors and stay in compliance with the corporate and/or pharmaceutical guidelines.
- Periodic schedule flexibility is required to accommodate US-based customers.
What you will do here:
- Project Management with consultative approach for virtual, hybrid or in person meetings
- Client, Financial, and Vendor Management
- Marketing & Sales, Event Design, and Onsite Services
- Manage multiple projects on tight timelines
- Event Management
- Follow all client mandated SOPs as required
- Digital producer and/or tech support for your own events
- Work with the Procurement Department to source and secure event space and guestrooms
- Understand, review and monitor contract terms, space, and guest room blocks
- Source, secure and manage all required suppliers for event including but not limited to DMC/Ground company, AV/Production company, Off-site venues, etc.
- Profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the Event, keeping event data and financial data accurate and up to date, at all times
- Create and manage event resume, event specification sheets and client and internal timelines based on company and client SOPs
- Have a working knowledge of Event Software capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owner’s needs
- Understand registration and reporting expectations for event. Where applicable, collaborate with M&IW’s Attendee Registration Department on all attendee communications, event reporting and housing inquires
- Guide internal and external teams throughout process through effective communication and organized plans
- Schedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetings
- Collaborate with M&IW’s Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if needed
- Work with M&IW’s mobile app team to create an app on a platform that meets the client’s event
- Act as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless event
- Secure gift and giveaway items and products as requested by client, meeting client and company SOPs for multiple bids
- BEO review and execution
- Coordinate and schedule all required ground transportation using preferred vendors
- Creation/coordination of distribution of travel letters and departure notices
- Marketing, Sales and Event Design Services
- Collaborate with creative team to design any promotional materials for the event, or any materials for distribution at the event
- Research entertainment options to meet theme and budget (DJ, band, dancers, performers)
- Create décor and lighting presentations based on theme and budget, working with production companies
- Create and manage diagrams based on guest counts, entertainment, equipment, A/V and lighting components
- Act as liaison between hotel/venue and all vendors, providing the support and communication required to produce a seamless show
- Create production schedule, supervise deliveries, setups and strikes of stage, A/V, lighting, décor, equipment
- Manage logistics and riders for entertainment companies
- Financial Management
- Full understanding of client financial internal requirements and deadlines
- Budget creation/management
- Manage all event related payment requests and processing
- Full audit and reconciliation of the hotel and other vendor invoices
- Cost savings worksheet creation and management
- Final invoice document management
- Reconciliation management including estimated invoice and final invoice requirements
- Vendor Management
- Source, secure and manage all required suppliers for event to allow for the best services at the most effective pricing
- Negotiate cost savings and manage payment/reconciliation process
- Clearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the event
- Onsite Services
- Provide strong leadership and communication skills to both the Onsite team as well as all vendors, and the ability to lead events to allow for successful end results
- Manage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clients
- Create and manage Onsite Execution Plan for all staff
- Host daily staff meetings to keep staff updated and informed
- Be a true leader onsite-for internal team/client and attendees
- Create and manage Onsite Emergency Preparedness Plan for your event
- Life Sciences clients only
- Understand policies and issues pertaining to events with HCPs in attendance
- Knowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER)
- Conference & Tradeshow specialty only
- Build prospectus for each tradeshow, ensuring that all possible sponsorship and exhibitor options are offered
- Ensure that the registration website has full menu of options from the prospectus for exhibitors and sponsors to support revenue needs
- Manage sponsorship sales for conferences and tradeshows
- Manage sales of exhibits and work with exhibitor on specific booth requirements
- Manage tradeshow exhibit floor design and layout
- Manage communication plan to all exhibitors and sponsors
- Work with client to ensure sponsor and exhibitor payments are processed in advance of event
- Ensure pre-event marketing communications for all sponsors are executed in a timely manner
- Manage communications and specs with show services vendors (registration desk, carpet, electricity, trash, food and beverage, etc.)
- Manage Onsite set-up, layout, and execution of all booth space
- Manage Onsite visibility of all paid sponsors services and collateral
- Incentive Services specialty only
- Develop and secure guest and children’s programs, gift and amenity items, pre-trip mailers
- Design and incorporate event graphics throughout print materials and event design
- Coordinate the delivery of room amenity and gifts while working with client preferences
- Work with DMC along with your own knowledge to create memorable onsite functions to add value to the client’s vision
- Plan and execute site inspections; create site inspection template and client booklets
- Keep well-informed of new and upcoming incentive properties/all-inclusive
Onsite Physical Activities (Non-Essential Functions)
This position includes a set of nonessential physical activities associated with onsite event support. These activities are not fundamental to the core duties of the Event Experience Manager role but may be required during live event execution. While the essential functions of the position center on planning, coordination, communication, client management, and project leadership, certain onsite tasks involve physical activity that supports event operations and if unable to perform these physical activities the company needs to know.
Physical activities include, but are not limited to the following:
- Movement & Positioning: Frequent standing and walking are required, particularly during event setup and teardown, registration, and onsite administration. Extended periods on one’s feet are common throughout an event, often up to 4 hours without a rest break. A typical onsite day may last 8 to 14 hours, depending on client needs and agreements.
- Sitting: Occasional sitting is required during planning meetings, travel to and from event sites, computer-based work, or registration duties.
- Lifting and Carrying: Ability to lift, carry, push, or pull event materials, supplies, signage, or equipment weighing 25 to 40 pounds. Items over 25 pounds require assistance from another M&IW team member.
- Reaching and Grasping: Event setup and breakdown may involve reaching overhead and handling tools or materials.
- Bending/Kneeling/Crouching: Occasionally required during event setup and breakdown.
- Repetitive Motions: Repeated hand and arm movements may occur during tasks such as preparing registration, arranging event spaces, or setting up displays.
- Travel Requirements: Frequent travel to event sites, venues, and client locations, often involving overnight stays. This may include navigating airports, train stations, hotels, and conference centers.
- Operating Vehicles: Occasional driving may be required to transport materials or travel to off-site event locations. This applies only to approved drivers with prior authorization from the Onsite Lead.
- Working in Varying Environments: Events occur in diverse settings, including indoor venues (conference centers, hotels) and outdoor spaces. Fluctuating temperatures, weather conditions, crowded or noisy environments, and varying lighting levels may be encountered.
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 5-7 years of experience in the meetings industry, specifically in operations
- Minimum 3+ years of experience in Meeting/Conference Planning or Exhibit/Tradeshow Management
- Knowledge of virtual and hybrid event options
- Ability to travel on-site approximately 35% both domestically and internationally
- 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
- Experience in life sciences event operations a plus
- Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
- Experience with database management programs (Cvent preferred)
What we provide:
- Competitive salary
- 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:
Meetings & Incentives Worldwide, Inc. is an Equal Opportunity Employer who prohibits discrimination and harassment of any kind and affords equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, childbirth, reproductive health decisions, sexual orientation, and gender identity), national origin, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. Meetings & Incentives Worldwide, Inc. specializes in global event management with 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.
GLOBAL HEADQUARTERS:
10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553
www.meetings-incentives.com (http://www.meetings-incentives.com)
M&IW associates are located throughout the US, UK, Latin America and Asia Pacific Regions.
