Meetings & Incentives Worldwide, Inc.
Sr. Event Experience Manager (Incentive & Sales Meeting Experience Required)
Meetings & Incentives Worldwide, Inc., Chagrin Falls, Ohio, United States, 44023
Description
The Sr. Event Experience Manager will work closely with the client to understand program goals and objectives, providing a return on investment throughout each aspect of the program. The role focuses on tactical operations and collaborates with the operations team to deliver optimal services. The manager works efficiently with internal support teams, external clients, and vendors while staying in compliance with corporate and/or pharmaceutical guidelines.
What You Will Do Here
Project Management with a 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.
Act as a mentor to new or promoted associates in the Operations department.
Event Management:
Follow all client‑mandated SOPs.
Digital producer or tech support for events.
Coordinate procurement of event space and guestrooms with the Procurement Department.
Oversee contract terms, space, and guest room blocks.
Source and manage all event suppliers (DMC, AV/production, off‑site venues, etc.).
Maintain event software (Cvent or client event software) for paid conferences, managing status movements and accurate data.
Create and manage program agendas, specifications, and timelines based on company and client SOPs.
Guide clients on website development and reporting to meet budget owner needs.
Collaborate with the Attendee Registration Department on all attendee communications, event reporting, and housing inquiries.
Guide internal and external teams through effective communication and organized plans.
Schedule and conduct internal team meetings throughout the event lifecycle (kick‑off, pre‑con, post‑con).
Collaborate with the Group Travel Department or client‑specified TMC for airline booking for attendees.
Work with the mobile app team to create an app on a platform that meets the client’s event.
Act as liaison with designated vendors and the hotel/venue to support seamless execution.
Co‑operate with the FLOW division to secure gift and giveaway items per client SOPs.
Coordinate with Production for event agenda and show flow.
Review and execute BEOs.
Coordinate and schedule all required ground transportation with preferred vendors.
Distribute travel letters and departure notices.
Conceptualize creative theming and elements for special events, entertainment, parties, décor, activities, gifts, and branding.
Manage speaker logistics, registration, and session details.
Secure client products or items for display during banquet functions.
Plan and execute large, complex events.
Guide client committee or planning team.
Provide world‑class events through quality, flexibility, and service.
Marketing, Sales, and Event Design Services:
Work with FLOW division and client to create marketing plans.
Brainstorm and suggest new promotion ideas.
Utilize sales and marketing techniques to recruit sponsors and exhibitors.
Assist the Sales Team and deliver sales pitches.
Collaborate on promotional materials and distribution.
Research entertainment options and create décor and lighting presentations.
Manage logistics and riders for entertainment companies.
Create concepts for team building, CSR, and sustainability opportunities.
Financial Management:
Governance of client financial requirements.
Budget creation and management for large/complex budgets.
Manage event payment requests and reconciliation.
Audit and reconcile vendor invoices.
Provide cost‑saving worksheets.
Manage final invoice documents and reconciliation.
Vendor Management:
Source and manage suppliers for best services at effective pricing.
Negotiate cost savings and manage payment/reconciliation.
Communicate goals and specifications to vendors.
Work with production vendors on creative development.
Keep creative team/vendor on budget and schedule.
Onsite Services:
Lead onsite teams and vendor communications.
Manage pre‑con and post‑con meetings.
Create and manage onsite execution plans.
Host daily staff meetings.
Provide onsite emergency preparedness plans.
Life Sciences clients only:
Understand policies and issues around events with HCPs.
Knowledge of HCP payments (FFS, honoraria, NEER).
Partner with HCP compliance and reporting specialists.
Conference & Tradeshow specialty only:
Build prospectus and manage sponsorship sales.
Design trade show exhibit floor layout.
Ensure sponsor and exhibitor payments processed.
Manage onsite booth setup and visibility.
Incentive Services specialty only:
Collaborate with Incentives & Engagement and FLOW divisions.
Design and incorporate event graphics and gifts.
Plan site inspections and client booklets.
Stay informed of incentive properties and all‑inclusive offerings.
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
Cultural Excellence
Role Level Function
Emotional Intelligence
What You Will Bring
College degree or equivalent experience.
Minimum 7+ years in the meetings industry, specifically in operations and specialty area(s).
Knowledge of virtual and hybrid event options.
Ability to travel on‑site approximately 35% domestically and internationally.
Excellent oral and written communication skills.
Track record of managing large complex projects simultaneously.
Deliver creative outputs within constrained timelines.
Experience in a virtual office environment (plus).
Proficient in Microsoft Office (Outlook, Excel, OneNote, Word, PowerPoint).
Experience with database management programs (Cvent preferred).
Life Sciences specialty only:
Minimum 5+ years in Life Sciences programs, sales and/or clinical program management.
Conference & Tradeshow specialty only:
Minimum 5+ years in Meeting/Conference Planning or Exhibit/Tradeshow Management.
Incentive Services specialty only:
Minimum 5+ years in Incentive program management.
What We Provide
Competitive salary.
Health, dental, vision, and life insurance options.
401(k) plan.
Paid holidays.
Accrued personal time off for vacation and sick leave.
Laptop, additional monitor, and mobile phone.
Global giveback program for volunteer service.
Remote office or option to work in our headquarters near Milwaukee.
Who We Are Meetings & Incentives Worldwide (M&IW) is a global event management firm specializing in virtual, hybrid, and in‑person experiences. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize quality, agility, flexibility, and innovation. M&IW is a third‑generation privately held, certified Women’s Business Enterprise (WBE) with more than 50 years in the industry. Headquartered in Wisconsin, we support a remote workforce across the US and in the UK, China, and Brazil.
Our portfolio includes Event Management and Design, Sourcing, Registration, Reporting, Technology, Production, Creative Services, Marketing, Gifting, Incentive Solutions, Group Air Travel, On‑Site Execution, Staffing, and Analytics. We also provide consulting and enterprise services such as technology implementation, policy optimization, dashboards, and sustainability tracking.
Global Headquarters 10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 Phone +1 262‑835‑3553 www.meetings‑incentives.com M&IW associates are located throughout the US, UK, Latin America, and Asia Pacific Regions.
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What You Will Do Here
Project Management with a 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.
Act as a mentor to new or promoted associates in the Operations department.
Event Management:
Follow all client‑mandated SOPs.
Digital producer or tech support for events.
Coordinate procurement of event space and guestrooms with the Procurement Department.
Oversee contract terms, space, and guest room blocks.
Source and manage all event suppliers (DMC, AV/production, off‑site venues, etc.).
Maintain event software (Cvent or client event software) for paid conferences, managing status movements and accurate data.
Create and manage program agendas, specifications, and timelines based on company and client SOPs.
Guide clients on website development and reporting to meet budget owner needs.
Collaborate with the Attendee Registration Department on all attendee communications, event reporting, and housing inquiries.
Guide internal and external teams through effective communication and organized plans.
Schedule and conduct internal team meetings throughout the event lifecycle (kick‑off, pre‑con, post‑con).
Collaborate with the Group Travel Department or client‑specified TMC for airline booking for attendees.
Work with the mobile app team to create an app on a platform that meets the client’s event.
Act as liaison with designated vendors and the hotel/venue to support seamless execution.
Co‑operate with the FLOW division to secure gift and giveaway items per client SOPs.
Coordinate with Production for event agenda and show flow.
Review and execute BEOs.
Coordinate and schedule all required ground transportation with preferred vendors.
Distribute travel letters and departure notices.
Conceptualize creative theming and elements for special events, entertainment, parties, décor, activities, gifts, and branding.
Manage speaker logistics, registration, and session details.
Secure client products or items for display during banquet functions.
Plan and execute large, complex events.
Guide client committee or planning team.
Provide world‑class events through quality, flexibility, and service.
Marketing, Sales, and Event Design Services:
Work with FLOW division and client to create marketing plans.
Brainstorm and suggest new promotion ideas.
Utilize sales and marketing techniques to recruit sponsors and exhibitors.
Assist the Sales Team and deliver sales pitches.
Collaborate on promotional materials and distribution.
Research entertainment options and create décor and lighting presentations.
Manage logistics and riders for entertainment companies.
Create concepts for team building, CSR, and sustainability opportunities.
Financial Management:
Governance of client financial requirements.
Budget creation and management for large/complex budgets.
Manage event payment requests and reconciliation.
Audit and reconcile vendor invoices.
Provide cost‑saving worksheets.
Manage final invoice documents and reconciliation.
Vendor Management:
Source and manage suppliers for best services at effective pricing.
Negotiate cost savings and manage payment/reconciliation.
Communicate goals and specifications to vendors.
Work with production vendors on creative development.
Keep creative team/vendor on budget and schedule.
Onsite Services:
Lead onsite teams and vendor communications.
Manage pre‑con and post‑con meetings.
Create and manage onsite execution plans.
Host daily staff meetings.
Provide onsite emergency preparedness plans.
Life Sciences clients only:
Understand policies and issues around events with HCPs.
Knowledge of HCP payments (FFS, honoraria, NEER).
Partner with HCP compliance and reporting specialists.
Conference & Tradeshow specialty only:
Build prospectus and manage sponsorship sales.
Design trade show exhibit floor layout.
Ensure sponsor and exhibitor payments processed.
Manage onsite booth setup and visibility.
Incentive Services specialty only:
Collaborate with Incentives & Engagement and FLOW divisions.
Design and incorporate event graphics and gifts.
Plan site inspections and client booklets.
Stay informed of incentive properties and all‑inclusive offerings.
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
Cultural Excellence
Role Level Function
Emotional Intelligence
What You Will Bring
College degree or equivalent experience.
Minimum 7+ years in the meetings industry, specifically in operations and specialty area(s).
Knowledge of virtual and hybrid event options.
Ability to travel on‑site approximately 35% domestically and internationally.
Excellent oral and written communication skills.
Track record of managing large complex projects simultaneously.
Deliver creative outputs within constrained timelines.
Experience in a virtual office environment (plus).
Proficient in Microsoft Office (Outlook, Excel, OneNote, Word, PowerPoint).
Experience with database management programs (Cvent preferred).
Life Sciences specialty only:
Minimum 5+ years in Life Sciences programs, sales and/or clinical program management.
Conference & Tradeshow specialty only:
Minimum 5+ years in Meeting/Conference Planning or Exhibit/Tradeshow Management.
Incentive Services specialty only:
Minimum 5+ years in Incentive program management.
What We Provide
Competitive salary.
Health, dental, vision, and life insurance options.
401(k) plan.
Paid holidays.
Accrued personal time off for vacation and sick leave.
Laptop, additional monitor, and mobile phone.
Global giveback program for volunteer service.
Remote office or option to work in our headquarters near Milwaukee.
Who We Are Meetings & Incentives Worldwide (M&IW) is a global event management firm specializing in virtual, hybrid, and in‑person experiences. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize quality, agility, flexibility, and innovation. M&IW is a third‑generation privately held, certified Women’s Business Enterprise (WBE) with more than 50 years in the industry. Headquartered in Wisconsin, we support a remote workforce across the US and in the UK, China, and Brazil.
Our portfolio includes Event Management and Design, Sourcing, Registration, Reporting, Technology, Production, Creative Services, Marketing, Gifting, Incentive Solutions, Group Air Travel, On‑Site Execution, Staffing, and Analytics. We also provide consulting and enterprise services such as technology implementation, policy optimization, dashboards, and sustainability tracking.
Global Headquarters 10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 Phone +1 262‑835‑3553 www.meetings‑incentives.com M&IW associates are located throughout the US, UK, Latin America, and Asia Pacific Regions.
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