Director of Event Management & Hospitality

Brown & Brown Insurance•Daytona Beach, FL

About The Position

The Director of Event Management & Hospitality is responsible for the flawless execution of all logistical, operational, production, and hospitality aspects of meetings and events. This role ensures events are delivered seamlessly, professionally, and within budget—creating an exceptional attendee experience while managing venues, vendors, production partners, and on-site operations.

Requirements

Extensive experience in event operations, hospitality, and large-scale meeting production
Strong contract negotiation, vendor management, and production oversight expertise
Proven ability to manage complex, multi-day events with multiple vendors and stakeholders
Exceptional attention to detail, operational discipline, and on-site leadership presence

Responsibilities

Lead venue sourcing, evaluation, and contract negotiation for all meetings and events
Manage hotel contracts including room blocks, attrition, concessions, and service agreements
Ensure favorable terms, cost control, and risk mitigation
Oversee all rooming strategies, allocations, and VIP accommodations
Manage rooming lists, upgrades, special requests, and executive needs
Liaise with outsourced registration and rooming vendors to ensure accuracy, service quality, and attendee experience
Oversee all food and beverage planning, tastings, menus, and service execution
Ensure dietary accommodations, timing, quality, and presentation meet expectations
Manage F&B budgets and reconcile final billing
Manage conference room assignments, room sets, staging, and operational layouts
Oversee load-in/load-out, technical rehearsals, and on-site execution
Partner closely with the Director of Content & Messaging to ensure production supports agenda flow and storytelling
Serve as primary liaison with the internal AV team on all production matters
Manage and coordinate with external production vendors for staging, lighting, sound, video, and show execution
Ensure alignment between internal AV resources and external production partners
Oversee production timelines, run-of-show logistics, and technical execution
Oversee event registration processes and on-site check-in experience
Partner with outsourced registration vendors to ensure seamless attendee experience
Manage swag sourcing, packaging, shipping, storage, and on-site distribution
Source and manage entertainment, performers, and experiential elements
Plan and execute on-site and off-site activities, excursions, and hospitality events
Serve as primary liaison with destination management companies (DMCs)
Coordinate transportation, off-site venues, local experiences, staffing, and destination-specific logistics
Manage local vendors to ensure cohesive execution and consistent service standards
Design and execute on-site activations and experiential moments
Manage off-site venues, transportation, guest flow, staffing, and safety considerations
Manage all third-party vendors, including hotels, DMCs, registration providers, production partners, and entertainment
Own event budgets, cost tracking, reconciliation, and financial reporting