Events Director

American City Business Journals•Honolulu, HI

About The Position

The Events Director will be responsible for the ownership, planning, and management of events, which can be either in-person or virtual. This role requires the ability to manage budgets, select vendors, negotiate contracts, develop timelines, and oversee event execution. The Director will also collaborate with market publishers on speaker selection, sponsor programs, and scripting. Key responsibilities include managing ticket sales, developing vendor relationships, preparing pre and post-event promotions, and conducting post-event analysis. Additionally, the role involves managing sponsor deliverables, providing creative recommendations, and participating in professional development opportunities.

Requirements

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

Responsibilities

Prepare detailed budgets and forecasts of event attendance, income, and expenses.
Gather, compare, and 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 execution.
In partnership with market publisher, select and schedule event speakers/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 to produce high-quality events 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 emails to attendees.
Assist with proofreading of all promotional material, advertising, and event programs to maintain integrity and image of the PSBJ brand.
Prepare and present post-event analysis including invoicing approval, spreadsheet summary of expenses, RSVPs, attendance lists, 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 client 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.