Event Director

American City Business Journals•Nashville, TN

About The Position

The Event Director will be responsible for the ownership, planning, and management of events, which can be in-person or virtual. This role requires the ability to manage detailed budgets, forecasts, vendor selection, contract negotiation, and timeline development. The Event Director will also be responsible for event day choreography, speaker and sponsor program management, and ticket sales oversight. Additionally, the role involves developing vendor relationships, preparing pre and post-event promotions, and conducting post-event analysis. Vendor and sponsor management includes facilitating meetings, gathering necessary information, ensuring deliverables are met, and providing creative recommendations. The Event Director is also expected to participate in professional development, including company-offered training and at least one external training opportunity annually. All team members are expected to assist with other tasks as requested by the Publisher.

Requirements

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

Nice To Haves

3-5 years preferred experience

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 i.e., hotels, restaurants, caterers, audio visual companies, florists etc.
Utilize vendor trades whenever possible to assure we produce a high-quality event with the lowest possible cash outlay.
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.
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.