Event Specialist

Fullsight • Warrendale, PA

38d

About The Position

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges. Join us and create a higher standard for a better world. The Events Specialist, at PRI plays a lead role in hotel sourcing and conference logistics. As part of PRI’s Events team, the Specialist is responsible for hotel RFPS, proposals, negotiations, and contracting. Candidates should have a good understanding of building hotel RFPs, presenting proposals, hotel contracting, and Passkey room block management. The Events Specialist will be in charge of the conference logistics related to pre-conference planning including but not limited to attendee and exhibitor packages, registration management, reporting, and troubleshooting, as well as post-conference reporting and revenue reconciliation. This role is also responsible for improving the “Event” experience by identifying and implementing best practices and systems and partnering with the PRI IT team to build API’s and updates as needed.

Requirements

• Bachelor’s degree in business or related field.
• 3 years' experience in conference management role with an association or corporation
• 3 years' experience managing 3rd party registration system integrations (Cvent and/or similar), Cvent event management system, hotel sourcing, and registration software (or 1 year + Cvent (or similar) certification)
• Experience sourcing, negotiating, and contracting hotels and venues
• Experience building/managing room blocks in Passkey (Cvent certification for housing management may be accepted in lieu of experience)
• Experience with Microsoft Office Suite - intermediate-advanced level
• Understanding of event budgeting, forecasting and reporting
• Strong negotiation skills
• Data collection and data management skills
• General awareness of data privacy regulations
• Builds and maintains strong vendor relationships
• Excellent communication skills
• Highly organized and efficient
• Results and solutions oriented
• Flexible, positive, and willing attitude
• Takes initiative and makes recommendations for process improvements
• Team player who displays respect and integrity
• Ability to quickly learn new systems and processes
• Takes ownership and pride in work
• Remains calm and professional under pressure

Nice To Haves

• Certified Meeting Professional Designation preferred but not required

Responsibilities

• Hotel and venue sourcing for all PRI divisions to include Cvent RFP submissions and reporting, recap proposals with Manager, Events, Travel & Program Administration, negotiate best pricing and concessions, build contracts using standard template, work with hotels and Fullsight Procurement for finalization and signatures, and negotiate and prepare contract addendums. (25%)
• Manage hotel room blocks either through Passkey or with direct links. Set-up each hotel on platform with contracted rates and requirements, build parameters to ensure minimums are met, pull weekly reports, monitor pickup and make adjustments as needed. Conduct hotel pick up audits and create final event reports. (20%)
• Manage pre-event logistics for PRI Events, including but not limited to registration, travel, food & beverage requirements, venue management, audio visual requirements, payment of deposits, shipping, etc. Build all required packages in the selected registration platforms (Cvent, in-house systems, etc.). Test all links, codes, rates and confirmations prior to launch. Proactively manage registration timelines to ensure launch dates are met. Prepare and send weekly registration reports prior to events and nightly reports on-site. Data management and collection and implementation of data privacy and security. (40%)
• Manage onsite logistics and registration. Create on-site staff schedules. Train and oversee staff on-site including urgent no show and replacement requests. Prepare RFP for all on-site equipment and utility requirements. Work with Manager, Events, Travel & Program Administration to ensure all items are ordered, space layouts are correct, and budget requirements are met. (10%)
• Process travel authorizations for PRI Staff, Auditors, and Subscribers as necessary (5%)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level