Event Director

American City Business Journals•Phoenix, AZ

2d•Hybrid

About The Position

The Event Director is responsible for the ownership, planning, and management of events, which can be in-person or virtual. This role involves preparing detailed budgets, forecasts, and timelines, selecting and negotiating with vendors, managing ticket sales, and overseeing event day execution. The Event Director will also be responsible for pre and post-event promotions and analysis. Additionally, this position involves managing sponsor relationships and deliverables, and providing creative recommendations for sponsors and event activations. As a member of the management team, this position requires being in the office four days a week with the option to work remotely one day a week. The role also includes participating in internal and external training opportunities.

Requirements

College degree or comparable work experience
3-5 years preferred experience
Office 365 Products (Excel, Word, TEAMS, etc.)
Ability to function in a virtual environment
Ability to lead/conduct virtual meetings and events (Zoom, TEAMS, WebEx, and other virtual meeting platforms)

Responsibilities

Prepare detailed budgets and forecasts of event attendance, income and expenses.
Gather, compare & present price quotes for all event related expenses.
Select site, caterer, accessories, and other vendors.
Negotiate and sign contracts for services rendered.
Develop detailed timelines for each event.
Determine and communicate staff and client responsibilities.
Choreograph and manage event day.
In partnership with market publisher select and schedule event speaker/presentation and sponsor program participants.
Script sponsor presentations and main program.
Manage ticket sales through the online registration process and oversee attendance lists.
Develop relationships with outside vendors (hotels, restaurants, caterers, audio visual companies, florists etc.) and utilize vendor trades whenever possible.
Track trade schedules to assure dollar for dollar completion of contract.
Prepare pre and post event promotions through house ads, direct mail, and broadcast e-mails to attendees.
Assist with proofreading of all promotional material, advertising, and event program to maintain integrity and image of PSBJ brand.
Prepare & present post-event analysis including invoicing approval, spreadsheet summary of expenses, rsvp's, attendance list, and no-shows.
Organize and facilitate sponsor meetings as necessary.
Gather sponsor bios and company promos for event recognition.
Ensure sponsor deliverables are addressed throughout the event process.
Assist advertising team during sales process to ensure potential events are clearly communicated to meet the client's needs.
Provide creative recommendations for sponsors and on-site event activations.
Manage Event Coordinator who will assist in all aspects of producing the events.
Manage day of event staff.
Participate in all applicable training offered by ACBJ and the business unit.
Participate in at least one external training opportunity each year, as agreed upon with the Publisher.
Assist with any other task requested by the Publisher.