Main Responsibilities and Required Skills for Events Manager

An Events Manager is a professional who manages event planning and logistics. They plan and execute on-campus and virtual events and implement effective marketing plans. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Events Managers.

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Main Responsibilities of Events Manager

The following list describes the typical responsibilities of an Events Manager:

Achieve

Achieve quarterly Sales Goals.

Align

Align with Procurement partners and other relevant departments as needed.
Align with the organization's content and partnership strategies.

Analyze

Analyze and evaluate the effectiveness of marketing tactics and overall brand health.

Arrange

Arrange flu clinics, blood drives.

Assist with

Assist event hosts with room blocks and guests with making guest room reservations.
Assist other teams when necessary.
Assist with Production department all aspects needed for an event.
Assist with the annual budgeting and quarterly forecasting processes for the site / s.

Assure

Assure seamless transition for Client from Sales Department to Operations Manager during Event.

Attend

Attend all department and hotel meetings as necessary.
Attend events and be on-site (once safe to do so) as required.
Attend every events, ensuring the trainers and guests have the best possible experience.
Attend Heads of Departments meetings on a regular basis.

Be aware of

Be aware of current trends, vendors, and best practices for delivering virtual events.

Book

Book travel and track travel expenses to remain in budget.

Build

Build and maintain a timeline for each event.
Build and maintain relationships with guests, team members and senior management alike.
Build relationships and network with industry thought leaders.
Build relationships with customers, industry professionals and journalists.
Build room blocks in Opera, enter rooming lists, manage individual reservations for events.

Chase

Chase all lead that are outstanding to closure.

Collaborate with

Collaborate with the team to execute digital and social media marketing campaigns.

Collect

Collect all deposits according to the deposit schedules on the contract.
Collect all deposits for contracted events, responsible for group folios and financials.

Communicate

Communicate Effectively and with Influence.
Communicate effectively with both internal and external teams.
Communicate with guests in a professional manner via e-mail, phone, and in person.

Conduct

Conduct briefings with event service staff prior to each function.
Conduct research and analyzes data on new campus engagement opportunities.
Conduct site inspections and walk through with clients as requested by SM / DOS.

Confirm

Confirm space and chef availability.
Confirm travel and lodging logistics for conference attendees.

Connect with

Connect with members to allow opportunities for events to be hosted by members.

Contact

Contact event vendor, briefing, get event quotation, negotiation.

Contribute to

Contribute to user experience optimization.

Coordinate

Coordinate learning means of communication with the Director of Communications.
Coordinate venue management, Caterers, Contractors and equipment hire as required.
Coordinate with conference vendors and internal stakeholders to ensure successful event sponsorship.
Coordinate with F&B vendor for menu and publish internally.
Coordinate with other departments.

Create

Create and distribute site inspection announcements.
Create and distribute site inspection announcements (Site Alerts).
Create and manage recurring tenant newsletters, emails and digital communications.
Create and manage the event execution.
Create and promotes a positive and supportive work environment.
Create / designs floor plans, custom menus and run of shows in EventPro.
Create detailed production timelines and run-of-show documents.
Create floor plans for events.
Create interesting discussion topics for each category (or room) within the online event.
Create, manage and monitor budgets for retail programs and areas of strategic corporate events.
Create Onboarding policies and procedures for all hospitality.

Delegate

Delegate and work with junior staff.

Design

Design and execute strategic communications campaigns that will help further organizational goals.

Develop

Develop and adhere to event plans and timelines, including internal and external.
Develop and oversees local market Standard Operating Procedures.
Develop an energetic, servant-minded, caring, extroverted team.
Develop communications plans including strategy, goals and budget breakdowns.
Develop creative solutions to meetings which may include virtual and other cost effective options.
Develop leaders to oversee events, projects, and Sunday live and online gatherings.
Develop local metrics for compliance and cost savings and continuously measure.
Develop Ometria's Demand Generation Events strategy.
Develop recommendations to improve the exams completion and conversion processes.
Develop relationships with potential patients.

Drive

Drive brand awareness, positioning, thought leadership and messaging through PR activities.
Drive internal communications by sharing and clarifying event details with our teams and vendors.

Engage

Engage in membership marketing at all appearances and networking events.

Ensure

Ensure all events are legally compliant.
Ensure all events are organized and planned in time for deadlines and communicated appropriately.
Ensure all legal requirements are adhered to (I.e.
Ensure brand standards are consistently applied across all digital and physical event assets.
Ensure compliance processes and global policies are followed at the local market level.
Ensure equipment rentals for SE are ordered and returned to vendors.
Ensure events are part of the UK Fashion strategy.
Ensure facility is well maintained, repaired and spotless at all times.
Ensure invoices are received / processed in a timely manner.
Ensure sales efforts adhere to the company's brand standards.
Ensure sponsors are managed and sponsor benefits are delivered.
Ensure successful setup and breakdown of Ultivue booth properties.
Ensure Zero stock out situation for consumables in the facility.

Enter

Enter and Detail in Opera.
Enter event details into Opera, OSC and any other Belmond system we require.

Establish

Establish internal partnerships essential to execution of Salesforce events.
Establish standardized event procedures for roadshows.

Evaluate

Evaluate, measure and report on strategic events / partnerships efficiency and ROI.
Evaluate speaking opportunities, industry awards and event sponsorships.

Execute

Execute admission tickets and retail requests for Special Events.
Execute events with operational and logistical excellence.

Explore

Explore new conference opportunities and help build annual event schedule.

Facilitate

Facilitate Client Visits Off site / External Events.

Follow

Follow bar, beverage and wine control procedures exactly.
Follow by all global and local SOPs, Compliance rules and EFPIA initiative.

Follow up

Follow up to assure client performs on all of their obligations.
Follow up to close the client's business.

Foster

Foster an environment of constant, quality communication between the team and the client.

Handle

Handle all aspects of the Special Event once the special event order (SEO) has been distributed.

Help

Help develop and implement the Hope To Dream Marketing and Donation Strategy.

Identify

Identify and communicate priorities.
Identify potential for event partnerships with other organizations.
Identify trends and insights to optimize initiatives and related spend.

Increase

Increase revenue and profitability associated with groups and events.

Introduce

Introduce and hand off the event hosts to the Events and Programming Teams in a seamless manner.

Keep

Keep track of all expenses, prepares reports on costs, solves complex problems as they arise.

Lead

Lead cross-functional teams in the execution of internal and external facing meetings and events.

Learn

Learn from peers and share best practices, to communicate event accessibility wins.

Liaise with

Liaise with Department Managers to ascertain their precise event requirements.
Liaise with external suppliers and providers.

Maintain

Maintain a clean, friendly and welcoming environment for all guests at all times.
Maintain and update the learning segments.
Maintain files in proper order after the special event order has been distributed.
Maintain good working relations with preferred vendors of the hotel.
Maintain primary relationship with patients and provide accurate information.
Maintain room blocks and guest accounting.
Maintain solid and open communication with all hotel operating departments.

Manage

Manage registration and participation to selected events.
Manage Americas marketing budget for all internal and external programs.
Manage and executes store Grand Openings across the US, and other event-focused activations.
Manage a team of piercing staff, defining salaries, development, roles and responsibilities.
Manage event planning & logistics including event set up, tear down and follow-ups.
Manage events on-site, ensuring they run smoothly, efficiently and on schedule.
Manage external agencies relationships crucial to execution of Salesforce events.
Manage local market meetings function.
Manage media inquiries and interview requests.
Manage multiple, complex timetables successfully in a collaborative extremely fast paced environment.
Manage PR agencies across the Asia market.
Manage registration and subscription.
Manage the discounts and corporate rates program for the property.

Measure

Measure ROI and develop best practices for continual improvement and budget containment of costs.

Monitor

Monitor, analyze and communicate PR KPIs.
Monitor budgets on a monthly basis.

Negotiate with

Negotiate contracts with global venues and suppliers.
Negotiate with vendors for contracts and pricing to maximize the benefits received.

Orchestrate

Orchestrate events though assigning tasks to OP center & MPAs.

Order

Order all specialty items as sold by Sales Manager and upsell to client as opportunity arises.

Organize

Organize and coordinate online and offline promotional events from start to finish.

Oversee

Oversee all sponsored trade shows and conferences.
Oversee and deliver every last detail of your event, conference or special occasion.
Oversee content development and delivery that meets specific event objectives.
Oversee delivery of the overall events marketing.
Oversee design, creation, and delivery of marketing materials.
Oversee in-house events and comp events (i.e Polo, Global Citizens, FAM trips).
Oversee the Concierge / Mailroom as required.
Oversee the dismantling and removal of events and clear the venue efficiently.
Oversee vendors and other staff involved in the execution of events.

Oversight

Oversight of ensuring system for Tithes / Offerings / Bank Drops.

Own

Own event debrief and strategic review of success metrics.
Own the budget for events, ensuring that events remain within budget.

Participate in

Participate in the performance management practices.
Participate in site visits, menu tastings and plan meetings for upcoming catering business.

Perform

Perform other duties as assigned by manager.
Perform other related duties as assigned.

Plan

Plan all corporate group meetings and events in the absence of the Meetings and Events Manager.
Plan logistics for events including booking crew & staff.
Plan, manage and execute on-campus and virtual events.

Prepare

Prepare all client logo's and upload them onto the digital room signage.
Prepare budgets along with resource allocation plans for recommendation and approval.
Prepare clear and concise event documentation (BEO'S and Resumes).

Provide

Provide accounting with final bill details and ensure payment.
Provide accurate event, financial, and KPI reporting to both the client and JLL.
Provide event support to our global marketing teams where needed.
Provide excellent onboarding, training, and team building.
Provide support across the organization for webinars, workshops and meetings, including.
Provide team with feedback.

Recommend

Recommend, develop, and implement effective marketing plans for generating event revenues.

Recruit

Recruit and coordinate volunteer conference committee and other internal and external.

Respond to

Respond according to the crisis management plan to any resort emergency or safety situation.
Respond to catering leads when Catering Sales Manager is out of the office.
Respond to inquiries in a timely manner and convert into qualified leads.

Review

Review all details of events with Culina Management team to ensure seamless client experience.
Review and select most relevant events, in coordination with sales team.

Run

Run digital marketing campaigns and initiatives.

Schedule

Schedule event staff to properly service events / functions.

Set

Set a positive example for guest relations and handling any guest problems and complaints.
Set daily priorities based on trade show calendar and deadlines.
Set objectives for events and measure success against objectives.

Source

Source and negotiate with vendors and suppliers.

Strive

Strive for maximum efficiency and continual improvement of staff productivity.
Strive to hit goals and challenge yourself with new goals.

Support

Support and implements Soho House standards, all policies & procedures for the department.
Support for registration and invites.
Support for writing and reporting on grants to the Programs department.
Support Internal teams with communication initiatives.
Support Operation center resolving day to day issues in the event management.
Support project managers the management of Event Agency performance via providing feedbacks.

Take

Take a new perspective using existing solutions.
Take inquiry calls, collect pertinent information and share with appropriate sales manager.
Take ownership of the global third party events strategy.

Track

Track and process accounting, to include accuracy of invoices and timely payment processing.
Track and report on your progress on quarterly and annual work plans.
Track conference budgets, expenses, KPIs, and ROI.

Train

Train all staff with regards to the proper techniques and etiquette for service.
Train and supervise all servers and bartenders of the event department.
Train local BU client and vendors on process, SOPs, EFPIA disclosure project.

Travel

Travel required to existing and new store sites.

Understand

Understand how security, network or IT operation teams address business risks.
Understand types of cyber threats.

Uniform

Uniform and meals on duty.

Upload

Upload content and create custom virtual meeting layouts and event flows.

Utilize

Utilize Opera systems to effectively communicate booking information within hotel.

Verify

Verify Deposit / Payments tracking schedules with Sales Manager.

Work with

Work closely with partners to develop event concepts and content.
Work closely with Patient Services team to coordinate daily schedules and confirmations.
Work closely with the sales team to define and measure KPIs for the events that Ometria sponsors.
Work closely with the UK and Global VM and Image teams.
Work in a highly iterative and collaborative way alongside the Avidbots Sales team.
Work independently and within a team on special, non-recurring, and on-going projects.
Work with cluster project managers in taking global processes and adapting / implementing locally.
Work with colleagues to design and deliver events that will achieve client and KTN objectives.
Work with Marketing to design and implement a strategy to attract new business.
Work with members of the advancement team on other school events, as needed.
Work with our design team to brief on creative concepts and develop brand and marketing assets.
Work with outside creatives for immersive experiences.
Work with the research and content team to develop the content and scripts.

Most In-demand Hard Skills

The following list describes the most required technical skills of an Events Manager:

Most In-demand Soft Skills

The following list describes the most required soft skills of an Events Manager:

Written and oral communication skills
Hospitality
Organizational capacity
Attention to detail
Interpersonal skills
Leadership
Problem-solving attitude
Analytical ability
Proactive
Creative
Detail-oriented
Multi-task
Presentation
Organized
Self-starter
Collaborative
Flexible
Time-management
Enthusiastic
Team player
Work independently with little direction
Self-motivated
Negotiation
Planning
Positive
Resourceful
Results-oriented
Work under pressure
Accountable
Confident
Deal with stressful situations