Events Manager - Logistics

Department:Event Management

Manager:Director of Event Logistics

Direct Reports:No

Full time/Part time: Full-time

Status: Exempt

Summary of Overall Job: 

The Event Manager, Logistics is responsible for the overall planning, coordination, and successful delivery of assigned conferences and large-scale events, including those with complex production requirements. This position requires strong organizational and time management skills, independent judgment, and the ability to manage multiple priorities while ensuring events meet company standards, program objectives, and approved budgets. 

Essential Duties:

• Manage assigned conferences and large-scale events from initial planning through execution and post-event closeout.
• Research, source, and evaluate event venues based on program requirements, budget, and logistical needs.
• Negotiate contracts with venues, vendors, and suppliers to secure favorable terms and cost savings.
• Develop and manage event timelines, planning schedules, and deadlines.
• Coordinate all aspects of event logistics, including food and beverage, audiovisual, meeting room setups, registration, signage, and other event requirements.
• Manage relationships with venues, catering managers, convention services, audiovisual providers, general service contractors, and other event vendors.
• Coordinate conference production requirements, including staging, audiovisual, rehearsals, production schedules, and run-of-show.
• Plan and coordinate exhibit operations, including floorplans, room diagrams, exhibitor placement, traffic flow, exhibitor services, shipping, freight, and related planning documents.
• Develop and manage event budgets, including cost estimates, forecasting, expense tracking, and final reconciliation to ensure events remain within approved budgets.
• Coordinate with Finance on purchase orders, invoice processing, and payment tracking to ensure accurate and timely payments.
• Work closely with internal teams, including Sales, Marketing, Content, and Registration, to coordinate event requirements and fulfill program and sponsorship commitments.
• Prepare post-event summaries to evaluate event performance, return on investment (ROI), key outcomes, and opportunities for improvement.

Skills/Qualifications:

§  Background in hospitality, with a focus on client experience and event service standards.

§  Required: Hands-on experience managing conferences and trade shows, including exhibit operations and onsite execution.

§  Required: Experience coordinating live event production and show management with AV and production vendors.

§  Preferred: 5+ years of event management experience, including producing medium to large-scale, multi-day conferences.

§  Job will require travel. Traveling on weekends may be necessary.

§  Strong planning, communication, problem-solving, and vendor management skills; able to manage competing deadlines

§  Experience working with convention centers, conference hotels, exhibitors, and general service contractors.

§  Experience managing budgets, contracts, forecasts, and expense reconciliation.

§  Ability to review floorplans, production schedules, vendor proposals, and banquet event orders.

§  Willingness to work as part of a team and maintain strong relationships with all team members

§  Proficiency with Microsoft Office Suite, PowerPoint, and Salesforce

§  Proficiency with Cvent, Event Diagramming software, Canva, Adobe Creative Suite

§  Aptitude and willingness to become proficient in emerging technologies

§  Experience working in a remote organization is preferred.

§  Must reside in and be authorized to work in the United States.

§  Must maintain a work environment with reliable internet access.

This Job Description is subject to change.