Main Responsibilities and Required Skills for Event Manager
An Event Manager is a professional who is responsible for planning, organizing, and executing events, such as conferences, weddings, corporate meetings, product launches, festivals, and other special occasions. They coordinate all elements of an event, create a budget, coordinate logistics, and supervise events team. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Event Managers.
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Main Responsibilities of Event Manager
The following list describes the typical responsibilities of an Event Manager:
Achieve
Achieve and exceed revenue goals annually.
Advise
Advise clients and adhere to company spend & travel policies.
Advise clients on the solution that best fits their needs within their budget.
Aid in
Aid in generating and managing profit and loss statements for all virtual and in-person events.
Analyze
Analyze trends and identify strategies for subsequent events.
Approve
Approve all aspects before the day of the event.
Arrange
Arrange virtual classes for employees (flower arranging, golf lessons, painting, meditation, etc.).
Assist in
Assist in managing any new smaller event projects from start to finish, as needed.
Assist in the sales calls, cold calls or in whatever capacity needed.
Assist team members in general administrative tasks.
Assist with the tracking of sales, invoicing, and managing inventory.
Build
Build and maintain relationships with guests, team members and senior management alike.
Build and produce quarterly earnings and ad hoc webcasts using our webcasting platform.
Build processes for repeatability and scalability of events activities.
Build relationships with key event stakeholders, including AV companies and venues.
Build relationships with key stakeholders & encourage interaction between colleagues.
Build relationships with vendors and suppliers.
Collaborate with
Collaborate with marketing teams for design, layout and production of event marketing materials.
Collaborate with our ad sales teams to place and produce advertising in all events.
Collaborate with our content teams and speakers to produce high-quality presentations.
Collaborate with our marketing team to effectively produce marketing collateral prior to events.
Co-manage
Co-manage external relationships (agencies, vendors) and work with internal teams.
Communicate
Communicate between multiple manager, vendors and demonstrators.
Communicate clients' requests to all departments in an effective and timely manner.
Communicate effectively with various department staff members within the hotel.
Communicate regular event updates to management including Executive leadership.
Communicate strategies and tactics to achieve sales, service and operational excellence.
Communicate the vision to all team members and leads by example.
Communicate to the marketing and field teams on programs, deliverables.
Compile
Compile de-brief report to conference team and participate in debrief meeting.
Complete
Complete client post event briefing including communication of post event report to client and teams.
Conduct
Conduct briefings with event service staff prior to each function.
Conduct tours of the property with meeting planner and potential clients.
Coordinate
Coordinate all elements of an event with the assigned client.
Coordinate all operations.
Coordinate and manage support tickets from clients and event attendees.
Coordinate / facilitate the events team.
Coordinate team activities (staff meetings, all-hands meetings, and social events).
Create
Create a comprehensive post-event report within one weeks following the event.
Create a culture of Community Well Being, supporting business units.
Create and manage recurring tenant newsletters, emails and digital communications.
Create marketing collateral for property programming and events using property specific branding.
Create pre-event planning decks and post event summary decks for all stakeholders.
Delegate
Delegate tasks as required to assigned event coordinator.
Design
Design and implement the international events for products launches.
Determine
Determine and / or review appropriate event staffing levels.
Determine event goals, create and track measurements and metrics including event surveys.
Develop
Develop and implements strategies for achieving team and individual sales goals.
Develop and maintain client budgets and revenue reporting.
Develop and maintain collaborative partnerships with similar university venues and local hotels.
Develop and maintain event budgets.
Develop and maintain in-depth knowledge of the client's business.
Develop an ongoing creative brainstorm process and tracking system for both TC and TCE.
Develop comprehensive project plans to be shared with clients as well as other staff members.
Develop creative and attractive menu presentations for potential clients.
Develop, manage and maintain vendor relationships with 3.
Develop strategies, reflective of sales and marketing goals of the client.
Develop success metrics (KPIs) for events and provide feedback after each event.
Develop tradeshow and staff schedules and information packets.
Direct
Direct all activities engaged in successful events, promotion and sales of vendor products.
Drive
Drive and develop the US events strategy, continually questioning and improving our current roadmap.
Drive compliance to meeting-related company policies and enterprise-wide initiatives.
Drive the vision and implementation of the brand experience.
Ensure
Ensure accuracy and timeliness of payroll records.
Ensure accuracy for forecasting of revenues with most updated information.
Ensure all materials used are in accordance with brand standards.
Ensure event is completed to the client satisfaction.
Ensure facility is well maintained, repaired and spotless at all times.
Ensure tasks, updates, project components, and owners are correctly assigned and on track.
Enter
Enter and update event metric data.
Enter savings and avoidance for each event.
Establish
Establish relationships with key stakeholders across the business units.
Evaluate
Evaluate program progress and results against defined metrics.
Execute
Execute the plan, knocking down project tasks in collaboration with clients and the internal team.
Execute the sales / marketing plan to acquire new and potential business.
Follow
Follow established client / team procedures.
Help
Help to scale the event in different french cities developing and sharing best practices.
Hold
Hold a strong ops focus for the Incentive Events team both pre-event as well as on-site.
Identify
Identify and communicate priorities.
Insure
Insure compliance with all insurance, legal, health, and safety obligations.
Keep
Keep our marketing events calendar up-to-date.
Lead
Lead and inspire all employees to Be the Difference.
Lead event planning meetings with key stake-holders, to determine event propositions and plans.
Lead promotional activities for the event.
Lead resource for driving the onsite execution plan development.
Liaise between
Liaise between marketing and design for signage requirements.
Maintain
Maintain an active trace / follow-up system on all personal sales calls.
Maintain client relationships to ensure repeat business and new business opportunities.
Maintain proper flow of information to sales team, reviews sales work file of assigned accounts.
Maintain punctual, regular, and predictable attendance.
Maintain the policies set forth in the group sales contract.
Manage
Manage and contribute towards creative problem solving.
Manage, coach and develop direct report.
Manage complex budget and project plans to ensure events are executed on budget and on time.
Manage contract negotiation and execution with venues / vendors.
Manage external relationships (agencies, vendors) and work with cross-functional internal teams.
Manage office inventory system.
Manage project budget, ensuring profitability of assigned accounts and related projects.
Manage projects involving multiple interdependencies.
Manage proposal development with guidance from the Account Director or Account Supervisor.
Manage, report on and grow revenue from Candlelight Events.
Manage technical aspects of virtual platform and troubleshooting technical issues.
Manage the discounts and corporate rates program for the property.
Manage the production of digital events / webinars from start to finish.
Manage the property social media pages.
Manage timely delivery of event equipment to avoid rush shipping charges.
Manage travel and transportation.
Maximize
Maximize group space for meetings and events using Delphi schedule function diary.
Measure
Measure impact and results.
Mentor
Mentor and grows the Sales and Events team.
Mentor, guide and engage with junior team members in order to develop our stars of the future.
Modify
Modify existing processes and create new ones to manage the unique aspects of each show.
Monitor
Monitor and evaluate the event process, concepts and results.
Negotiate
Negotiate contracts with area vendors for best prices and services.
Negotiate local hotel agreements and maintain positive relationships with the local hotel community.
Negotiate terms and conditions of services and prices with the client and contractors.
Negotiate with third parties for contracts and pricing to maximize margins.
Optimize
Optimize customer satisfaction / loyalty through improved operations.
Order
Order, distribute, and manage all event materials and execution items.
Oversee
Oversee onsite setup, logistics, and teardown.
Oversee product preparation and presentation, including food safety and sanitation.
Oversee requests for creative materials.
Own
Own day-to-day client communication, management, and project delivery responsibilities.
Participate in
Participate as a proactive and engaged team member to manage and execute ad hoc events.
Participate in new location grand openings as required.
Participate in sales strategy meetings to provide input on weekly focus and overall sales strategy.
Plan
Plan and maintain the property programming budget.
Plan event from start to finish according to requirements, target audience and objectives.
Prepare
Prepare and lead team of on-site trip directors / travel staff.
Prepare budgets and ensure adherence.
Prepare proposals and contracts that are geared to maximize profit while satisfying client need.
Prepare reports to improve management decision making and critical evaluation of work activities.
Promote
Promote a team environment.
Provide
Provide and assist Communications Head to oversee the communication strategies as required.
Provide daily updates through the PSQ team meetings.
Provide event expertise for successful event execution.
Provide event management expertise and consult or participate in the planning process.
Provide mentoring and counseling to team members on client processes, tools and procedures.
Provide onsite event support and other duties assigned by senior event manager as necessary.
Provide training to new team members on client processes, tools and procedures.
Read
Read, understand and follow directions for event materials.
Recommend
Recommend and take appropriate actions to achieve objectives in key result areas.
Recruit
Recruit, train and hire part-time staff.
Remain
Remain current on new trends in exhibit design and industry trends.
Research
Research and brainstorm quarterly virtual events for BP members in each subscription tier.
Research and propose events for each quarter.
Research and report creative event options and entertainment based on program format and budget.
Respond to
Respond to any reasonable task assigned by General Manager & Director of Sales and Events.
Review
Review and look at building delivery systems to support a programmatic approach.
Review individual and team goals on a weekly basis.
Review strategy and purpose for all workgroup conference plans - mapping those to onsite experiences.
Schedule
Schedule event staff to properly service events / functions.
Scope
Scope / propose new events based on marketing strategies and business opportunities.
Setup
Setup / takedown system in place for efficiency and overall maintenance of JOEY items.
Source
Source and negotiate with vendors and suppliers.
Strive
Strive for maximum efficiency and continual improvement of staff productivity.
Supervise
Supervise sales and events team.
Support
Support JR Event Coordinators by assisting in training of Event Team tools and processes.
Support, plan and help organize corporate catering (lunches, board meeting, events, etc.).
Take
Take ownership of all services that support colleagues within the workplace.
Track
Track Record of Building & Maintaining Customer / Client Relationships.
Train
Train Product Demonstrators in demonstration preparation and excellent customer services.
Troubleshoot
Troubleshoot and immediately escalate events issues.
Troubleshoot and immediately escalate webcast and conference call issues.
Understand
Understand all aspects of Benchmark's.
Understand and manage group details to operational needs for optimal execution.
Understand the importance of setting event KPIs and objectives, and reporting on them after an event.
Understand the needs of the business or businesses your support.
Uphold
Uphold philosophy and values of owner and Benchmark.
Use
Use outside sales calls, prospecting, venue tours and hosting of clients to solicit new business.
Work with
Work authorization for the location is required.
Work closely with other teams across the organization to ensure the success of each event.
Work closely with the Director and Program Manager of CME to ensure the success of each event.
Work collaboratively in a team environment with a spirit of cooperation.
Work directly with clients to understand event goals and objectives.
Work extensively with ON24, Intrado and Vfairs digital experience platforms.
Work to complete Event Plans.
Work well under pressure and can juggle multiple clients / projects at the same time.
Work with Executive Chef to assist in menu creation for custom event needs to meet client objectives.
Work with Marketing to design and implement a strategy to attract new business.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Event Manager:
Most In-demand Soft Skills
The following list describes the most required soft skills of an Event Manager:
Written and oral communication skills
Attention to detail
Organizational capacity
Detail-oriented
Flexible
Leadership
Time-management
Team player
Creative
Proactive
Interpersonal skills
Problem-solving attitude
Self-starter
Adaptable to changes
Presentation
Collaborative
Exercise independent judgement
Follow detailed processes
