Venue Sourcing and Convention Specialist

Fullsight

43d

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 Meeting and Convention and Venue Sourcing Associate is responsible for carrying out the sourcing, contracts, logistics and tasks related to all SAE Engineering Events . The Associate will support and take direction from event managers in order to source and contract venues for specific events/meetings for Engineering Events. In addition, the role will also manage conference logistics for assigned events. As such, the associate will oversee logistics related to pre-conference planning including but not limited to attendee and exhibitor packages, room layouts and diagrams, food and beverage planning, signage requests, proofing event materials, budgeting and accruals, registration management, reporting, and troubleshooting, as well as post-conference reporting and revenue reconciliation.

Requirements

6 years experience venue sourcing and event planning
Bachelor’s Degree (Business, hospitality, or related field)
Understanding of event budgeting, forecasting and reporting
Strong negotiation skills
Venue and vendor contracting
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
Takes initiative and makes recommendations for process improvements
Team player who displays respect and integrity
5+ years' experience in conference logistics role (250-6000 attendees) with an association or corporation
5+ years' experience with Microsoft Office Suite - intermediate-advanced level
3+ years' experience sourcing, negotiating, and contracting hotels and venues
1-year experience building/managing room blocks in Passkey (Cvent certification for housing management may be accepted in lieu of experience)

Nice To Haves

CMP designation preferred or equivalent experience
Event experience
Sourcing experience
Hospitality experience
International event experience

Responsibilities

Manage logistical aspects of assigned conventions/ meetings/ events including pre-planning, on-site execution and post event wrap up.
Accountable for carrying out tasks to improve event logistics and exceed attendee expectations
Manages AV, catering, space, and room setup logistics with vendors and team members for all event requirements.
Collaborate with event management to make appropriate selection of venues to source, based on predetermined criteria.
Negotiate terms and conditions while working closely with Procurement and Legal to ensure SAE’s best interests are being met.
Make calculated recommendations for venues.
Facilitate the contract and procurement process with the agreement.
Develop events budget with Event Manager.
Liaise with legal, finance, and procurement for contracting, payments, accruals, negotiations, cost reductions and/or credits with all vendors.
Monitor Engineering Event’s room blocks and manage contractual obligations and concessions that apply to the room block.
Work with event management to establish housing list for vendors, VIPs, speakers and staff.
Provide reports and projections for housing for current year and future event.
Manage VIP and Staff Rooming Lists and allocation of comp rooms, staff rate rooms, and suites as provided in the contract.
Develop and manage relationships with national sales representatives for hotel brands, convention centers, and cities for the benefit of the Engineering Events Group and Fullsight.
Assist with exhibitor and sponsor deliverables including but not limited to building exhibitor kits, email confirmations, monitoring registrations, and pulling reports for distribution.