Meetings & Incentives Worldwide, Inc. · 2 months ago
Sr. Event Experience Manager (Incentive & Sales Meeting Experience Required)
Chagrin Falls, OH
Full-time
Onsite
Senior Level
7+ years expMeetings & Incentives Worldwide, Inc. is a global event management firm specializing in various types of experiences. The Sr. Event Experience Manager will oversee tactical operations, manage client relationships, and ensure successful execution of events while mentoring junior associates.
Event Management
Responsibilities
Project Management with 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 associates who are new to the company or promoted to the Operations department
Event Management:
Follow all client mandated SOPs as required
Digital producer and/or tech support for your own events
Work with the Procurement Department to source and secure event space and guestrooms
Understand, review and monitor contract terms, space, and guest room blocks
Source, secure and manage all required suppliers for event including but not limited to DMC/Ground company, AV/Production company, Off-site venues, etc
Profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the Event, keeping event data and financial data accurate and up to date, at all times
Create and manage the program agenda, event resume, event specification sheets and client and internal timelines based on company and client SOPs
Have a working knowledge of Event Software capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owner’s needs
Understand registration and reporting expectations for event. Where applicable, collaborate with M&IW’s Attendee Registration Department on all attendee communications, event reporting and housing inquires
Guide internal and external teams throughout process through effective communication and organized plans
Schedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetings
Collaborate with M&IW’s Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if needed
Work with M&IW’s mobile app team to create an app on a platform that meets the client’s event
Act as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless event
Collaborate with M&IW’s FLOW division to secure gift and giveaway items and products as requested by client, meeting client and company SOPs for multiple bids
Coordinate with Production to create and manage the event agenda and show flow
BEO review and execution
Coordinate and schedule all required ground transportation using preferred vendors
Creation/coordination of distribution of travel letters and departure notices
Conceptualize creative theming and elements to be incorporated into special events, entertainment, parties, décor, activities, gifts and branding to enhance your event within the approved budget
Coordinate speaker management; registration and logistics for events, collection of bios and session descriptions and presentation, Green Room needs and riders
Secure and incorporate client products or other requested items to be displayed throughout the event or served during banquet functions
Plan and execute large, complex events
Work with and guide client committee/planning team
Mentor and guide junior-level associates through the event planning process
Provide world class events through quality, flexibility, service, and ability to work with any personality type
Marketing, Sales and Event Design Services:
Work with M&IW FLOW division and client to create and write marketing plan
Brainstorm with M&IW FLOW division and offer suggestions to client on new ways to market and promote the event
Utilize various sales and marketing techniques to recruit new and existing sponsors and exhibitors for Conference and Tradeshow events
Utilize various sales and marketing techniques to grow attendance at the event
Assist the Sales Team by presenting at a sales pitch for new business
Collaborate with creative team to design any promotional materials for the event, or any materials for distribution at the event
Research entertainment options to meet theme and budget (DJ, band, dancers, performers)
Create décor and lighting presentations based on theme and budget, working with production companies
Create and manage diagrams based on guest counts, entertainment, equipment, A/V and lighting components
Act as liaison between hotel/venue and all vendors, providing the support and communication required to produce a seamless show
Create production schedule, supervise deliveries, setups and strikes of stage, A/V, lighting, décor, equipment
Manage logistics and riders for entertainment companies
Create concepts for team building activities
Create concepts for Corporate Social Responsibility and Sustainability opportunities
Mentor and guide junior-level associates through the marketing, sales, and event design services processes
Financial Management:
Exhibit strategic M&IW cash flow management governance on all programs
Full understanding of client financial internal requirements and deadlines
Budget creation/management, including large/complex budgets
Manage all event related payment requests and processing
Full audit and reconciliation of the hotel and other vendor invoices
Cost savings worksheet creation and management
Final invoice document management
Reconciliation management including estimated invoice and final invoice requirements
Mentor and guide junior-level associates through the budget and final reconciliation process
Vendor Management:
Source, secure and manage all required suppliers for event to allow for the best services at the most effective pricing
Negotiate cost savings and manage payment/reconciliation process
Clearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the event
Work with production vendors on creative development through event execution
Manage and keep creative team/vendor on budget and schedule for pre-event reminders, teasers, and email blasts
Mentor and guide junior-level associates through the vendor management process
Onsite Services:
Provide strong leadership and communication to both the Onsite team as well as all vendors, and the ability to lead events to allow for successful end results
Manage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clients
Create and manage Onsite Execution Plan for all staff
Host daily staff meetings to keep staff updated and informed
Be a true leader onsite-for internal team/client and attendees
Create and manage Onsite Emergency Preparedness Plan for your event
Mentor and guide junior-level associates in world class onsite services
Life Sciences clients only:
Understand policies and issues pertaining to events with HCPs in attendance
Knowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER)
Partner with M&IW’s HCP compliance and reporting specialists to meet client’s Service Level Agreements
Conference & Tradeshow specialty only:
Build prospectus for each tradeshow, ensuring that all possible sponsorship and exhibitor options are offered
Ensure that the registration website has full menu of options from the prospectus for exhibitors and sponsors to support revenue needs
Manage sponsorship sales for conferences and tradeshows
Manage sales of exhibits and work with exhibitor on specific booth requirements
Manage tradeshow exhibit floor design and layout
Manage communication plan to all exhibitors and sponsors
Work with client to ensure sponsor and exhibitor payments are processed in advance of event
Ensure pre-event marketing communications for all sponsors are executed in a timely manner
Manage communications and specs with show services vendors (registration desk, carpet, electricity, trash, food and beverage, etc.)
Manage Onsite set-up, layout, and execution of all booth space
Manage Onsite visibility of all paid sponsors services and collateral
Mentor and guide junior-level associates on Conferences & Tradeshows
Incentive Services specialty only:
Collaborate with the Incentives & Engagement department to align with internal processes & procedures
Work with the FLOW division to develop and secure guest and children’s programs, gift and amenity items, pre-trip mailers
In coordination with the FLOW division, design and incorporate event graphics throughout print materials and event design
Coordinate the delivery of room amenity and gifts while working with client preferences
Work with DMC along with your own knowledge to create memorable onsite functions to add value to the client’s vision
Plan and execute site inspections; create site inspection template and client booklets
Keep well-informed of new and upcoming incentive properties/all-inclusive
Mentor and guide junior-level associates on Incentive Services
Qualification
Required
College degree or equivalent experience
Minimum 7+ years of experience in the meetings industry, specifically in operations and specialty area(s) if applicable
Knowledge of virtual and hybrid event options
Ability to travel on-site approximately 35% both domestically and internationally
Proven excellent oral and written communication skills in both internal and client-facing environments
Demonstrated track record of successfully managing large complex projects simultaneously
Ability to deliver creative outputs in a constricted timeline while maximizing available resources
Experience working in a virtual office environment a plus
Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
Experience with database management programs (Cvent preferred)
Life Sciences specialty only: Minimum 5+ years of experience in Life Sciences programs, sales and/or clinical program management
Conference & Tradeshow specialty only: Minimum 5+ years of experience in Meeting/Conference Planning or Exhibit/Tradeshow Management
Incentive Services specialty only: Minimum 5+ years of experience in Incentive program management
Benefits
Health, Dental, Vision and Life Insurance options
401K 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 / Work from home, or option to work in our corporate headquarters located near Milwaukee
Company
Meetings & Incentives Worldwide, Inc.
M&IW is a women-owned event agency specializing in planning meetings, conferences, and incentives of all scales worldwide.
201-500 employees
H1B Sponsorship
Meetings & Incentives Worldwide, Inc. has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2020 (3)
Funding
Current Stage
Growth StageLeadership Team
Tina Madden
Chief Executive Officer
Recent News
2025-07-15
2024-12-26
Company data provided by crunchbase