Event Experience Designer

PRA Business Events•Honolulu, HI

16h•Hybrid

About The Position

The Experience Designer brings ideas to life by developing thoughtful, creative, and operationally sound experiences for our clients and their guests. Working collaboratively with Sales, Creative, Production, and supplier partners, the Experience Designer is responsible for researching, sourcing, developing, and costing program elements from the initial proposal through program handoff and planning support. This role combines creativity with strong financial and operational expertise. The ideal candidate is resourceful, detail-oriented, highly organized, and able to independently manage multiple programs and priorities while consistently meeting deadlines.

Requirements

Applicants must be based in Hawaii to be considered for this role.
Bachelor's degree, equivalent relevant professional experience, or a combination of education and experience.
Experience in event management, destination management, corporate meetings and events, incentive travel, hospitality, or a related industry required.
Experience developing event budgets, detailed costing, and supplier pricing.
Strong attention to detail with demonstrated accuracy in costing, quantities, pricing, and program documentation.
Excellent communication and interpersonal skills with the ability to build productive relationships with clients, supplier partners, and internal teams.
Strong organizational and time-management skills with the ability to independently manage multiple programs, shifting priorities, and competing deadlines.
Ability to effectively balance creative thinking with financial, logistical, and operational considerations.
Demonstrated resourcefulness and ability to research and develop new venues, suppliers, products, and solutions.
Ability to work independently, take ownership of assigned responsibilities, and proactively identify when support or escalation is needed.
Strong collaborative skills and the ability to work effectively within a cross-functional team environment.
Ability to work evenings and weekends as business needs dictate.

Responsibilities

Collaborate with Sales, Creative, and Production to develop memorable and compelling program solutions that align with the client's vision, objectives, budget, and specifications.
Serve as the primary Experience Design point of contact for assigned programs during the bidding and proposal phase.
Research, source, and develop creative and logistical program elements that enhance the overall guest experience.
Communicate directly with venues and supplier partners regarding availability, inventory, quantities, capabilities, pricing, and operational requirements.
Translate creative concepts and program requirements into solutions that are financially and operationally executable.
Independently develop accurate and complete program costing, ensuring each proposed element is represented with appropriate line-item detail, quantities, costs, and pricing.
Manage complex quoting and budget development while identifying opportunities for efficiencies, value enhancements, and cost savings.
Review supplier proposals for accuracy, completeness, feasibility, and alignment with client requirements, budgets, and company standards.
Maintain a high level of accuracy and attention to detail throughout the costing and proposal process.
Ensure costing and supporting documentation are complete, accurate, and ready for review within established deadlines.
Coordinate vendor outreach and secure availability or holds for applicable program elements.
Prepare complete and organized costing, supplier information, program details, assumptions, and outstanding items prior to program handoff.
Provide a clear and comprehensive handoff to the assigned Event Producer to ensure continuity from proposal through execution.
Serve as an Experience Design resource throughout the planning process for elements developed during the proposal phase.
Develop Event Visual Guides, décor and inventory pull lists, and other design documentation for assigned programs, as applicable.
Support the integrity of the approved program vision through operational execution.
Research and develop innovative products, experiences, venues, and service offerings.
Develop and maintain strong, professional relationships with supplier partners.
Continually research new resources and opportunities that enhance the team's creative and operational capabilities.
Maintain accurate and current vendor, supplier, venue, hotel, product, tariff, and resource information.
Participate in product development meetings and share new products, trends, experiences, and supplier capabilities with the team.
Participate in client presentations and site inspections with Sales as requested.