Event Manager

**Are you ready for a challenging and**
**exciting endeavour that will require the investment of a lot of hard work, dedication and all your experience? Are you ready to bring your skills, competencies and experience to support BCD Meetings & Events in enhancing our Asia Pacific business? Do you have a solid understanding of the MICE industry and proven project management experience? You might be exactly the new team member we are looking for.**

**Event Manager**

**Australia**

The Event Manager works directly with the client contact for site sourcing, vendor contract negotiation, and cost savings generation.

The Event Manager is responsible for the development, planning and overall execution of meetings, conferences, incentive travel programs and/or special events. The Event Manager works on a variety of projects simultaneously and serves as the day-to-day planning contact for each respective department managing such elements as website development, attendee management, budget management and final program billing.

**Your Responsibilities**

**Overall - Sourcing (80%)**:

- Act as the initial main point of contact for Client stakeholder, gathering hotel specifications and needs
- Source destination, hotel and venue options that meet the goals and objectives of the departments
- Negotiate hotel and venue contracts
- Distribute, monitor and analyse supplier Request for Proposal (RFPs) for Client meeting needs
- Maintain the highest level of quality, professionalism and integrity when negotiating with suppliers
- Negotiate all supplier contracts for the best possible prices and concessions in order to meet savings expectation on meeting spend
- Make appropriate suggestions to ensure meeting success regarding proposed meeting venues
- Prepare availability grid with appropriate options, track first quoted to negotiated
- Utilize Client preferred hotels for quality of service and maximum pricing advantage
- Keep vendors up to date on proposal status; block appropriate space and release any space not needed on a timely basis
- Keep abreast of new destination options & well-priced seasonal destination options
- Build an accurate initial meeting budget to present to client stakeholders
- Enter and update meeting information in meeting management technology; keep database and savings information accurate (using standard templates)
- Monitor hotel penalties for rebook opportunities
- Adhere to all deadlines and turnaround times
- Adhere to client compliance and performance management SLAs

**Others - Event Management (20%)**:

- Work with customers to develop, coordinate and implement their meetings, incentives and events
- Work with M&E leadership to create, develop, price and facilitate new and repeat business proposals, including, but not limited to destination, hotel, activity and event overviews
- Create and develop program timeline. Meet deadlines accordingly.
- Develop and conduct site inspections
- Assist in development and presentation of sales pitches and proposals, as required.
- Conduct internal pre-program briefings and post-program debriefings, including briefing and debriefings
- Track and report hotel room nights and spend
- Manage day-to-day internal program budgets
- Work to increase program profitability over original priced program received at pre-sale turnover
- Facilitate the creative direction an overall development timeline of program web sites, proofread, present and gain approval
- Facilitate the creative direction and fulfilment of program related participant and host communications materials, including, but not limited to save the dates, registration announcements, room gifts, pre-trip and on-site materials, including program signage and participant name badges
- Facilitate and oversee program data management process, data integrity and reporting. Ensure data reconciliation is complete and accurate
- Support and train staff as required
- Negotiate and purchase ground transportation, entertainment and décor elements via preferred Destination Management Companies and/or direct vendors
- Track and manage air, hotel and vendor attrition, cancellation and deposit schedules
- Reconcile all final billing on-site prior to final billing being sent to Finance
- Work with Finance to ensure final billing timeline are met
- Prepare program related Payment Request Forms for suppliers and also Invoice Request Forms for invoicing
- Ensure the timely payment of all supplier/vendor bills and oversee the invoice payment of deposits to ensure payments are received on time. Follow up with relevant departments as needed to address late payments
- Prepare Travel Director Binder to communicate on-site Travel Director Notes, logistic plans, final reports, BCD M&E purchase orders and all other pertinent program related planning materials
- Work with business leadership to ensure a complete and professional presentation of final bill documents to client
- Moderate travel required
- Assumes and performs other dut