Events and Meetings Director

Are you an experienced event planner seeking an opportunity to make an impact in a fast-paced, exciting environment? Are you proactive about managing all the details and thrive in a high-profile role? If you are enthusiastic about travel and organizing successful events throughout the US, look no further. Patrick Henry Creative Promotions, Inc. (PHCP) is expanding, and we are looking for a candidate that thrives in an action-oriented, hands-on business environment to join our team. COMPANY INFORMATION At Patrick Henry Creative Promotions, our team of hand-picked experts work together to provide superior beverage programs for the most renowned brands in the hospitality industry. We are a full-service marketing and operations agency specializing in the design, implementation, and evaluation of innovative and revenue-generating beverage programs, collateral, and support. JOB TITLE Meeting and Event Director JOB SUMMARY We are looking for an experienced Meeting and Event Director to lead and organize events and conferences to make an impact with our target audience and PHCP clients. Events include national retail conferences, brand activations, incentive travel trips, industry events and festivals and more! This role is responsible for, but not limited to, the day-to-day planning and project management of Special Events and interfacing with PHCP account service team members in a quick moving environment. Internal and external C-suite stakeholders make this a high-profile position. The Meeting and Event Planner will ensure events are successful and cost-effective, paying attention to details and budgets. REPORTS TO VP of Sales LOCATION Houston, Texas (Galleria Area) FLSA STATUS Exempt ESSENTIAL JOB FUNCTIONS Planning events from start to finish according to requirements, target audience, and objectives with little to no supervision. Able to assist with any level of event including those of complex nature, large volume, Brand activations, creative and unique experiences, high level of confidentiality, incentive travel, some international scope, etc. Participate in promotional and new event ideation, generate creative briefs, and develop client proposals and presentations. Create sponsorship packages for events and negotiate event sponsorships and participation with contact supplier partners. Establish event critical path timelines and ensure client, suppliers and account team members are aware of and are working within these timelines, to meet established deadlines. Develop and manage budgets ensuring adherence, tracking and reconciliation for assigned event projects. Assist with contract negotiations and booking venues and vendors. Organizing facilities and details such as decor, catering, entertainment, transportation, location, RSVP and invitee lists, equipment, promotional material and prizing, etc. Coordinate event logistics, including presentation and materials support and pre- and post-event evaluations. Proactively handle any arising issues and troubleshoot any emerging problems on the event day. Utilize Cvent software to create webpages to manage registration, tracking, and reporting. Arrange and manage attendee flights, ground transportation, and itineraries. Maintain proactive, positive, open line communication with sponsors and clients to ensure understanding of expectations and satisfaction. Additional responsibilities include: Collaborate with the client on content creation, collateral and swag creation On-site duties include ensuring proper set-up and signage, registration coordination, AV testing, client management, time management, and supplier products MINIMUM REQUIREMENTS / ESSENTIAL ABILITIES The ideal candidate will have: Minimum five years’ experience leading event planning with experience in special event and large conference planning. Experience in conference management, planning association events, or sponsorship experience preferred. Experience in the hospitality industry preferred. Prioritize and manage multiple projects simultaneously and follow through on assignments in a timely manner Work under pressure and short time constraints with changing priorities Create and manage budgets for assigned events and raise supplier sponsorship to fund events Responsible for site research and selection, negotiate and book hotels and other vendor contracts Create and prepare name tags, materials, agendas, gift bags, registrations lists, etc. Create and monitor Cvent registration websites We are an equal opportunities employer and welcome applications from all qualified candidates.

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