Job Summary:

Successful candidates will coordinate, plan logistics and arrange meetings and special events of various sizes. This position serves as liaison between sales, account management, clients and contracted vendors for all facets of assigned programs and events. A Contract Program Manager may be contracted for a period of time or on a per project basis, depending on the needs at the time of contract initiation.

Essential Duties and Responsibilities Include:

Planning

  • Work with the Client meeting planner/host/sponsor to develop, coordinate and implement program agendas and itineraries.
  • Manage program payment schedule, including the facilitation of all invoices to the client for program deposits.
  • Negotiate and contract vendors (ground transportation, entertainment and décor elements via preferred destination management companies and/or direct vendors).
  • Manage day-to-day program budgets.
  • Manage and utilize a program timeline. Meet deadlines accordingly.
  • Facilitate the creative direction and overall development timeline of program web sites including invitation email or teaser, agenda and registration form; direct development of web sites to registration and creative team, read and test all sites; present and gain meeting sponsor approval.
  • Facilitate the creative direction and fulfillment of program related participant and host communication materials, including, but not limited to save-the-dates, teasers, registration announcements, room gifts, pre-trip and onsite materials, including program signage and participants name badges.
  • Arrange for onsite program operations staff as needed.
  • Facilitate overall air reservation and ticketing direction with internal air support.
  • Test to ensure GDS process between CVENT meeting technology and air support is working properly before and during the open registration process.
  • Work with the Air and Registration Departments as required to book group air travel and to assure accurate air manifests are provided to the Client meeting planner/host/sponsor.
  • Track and manage hotel and vendor attrition, cancellation and deposit schedules.
  • Prepare program related check request forms for suppliers and also prepare client invoices and manage Client payments when client is paying vendors directly.
  • Responsible for program data management/registration process, data integrity and client reporting. Ensure data reconciliation is complete and accurate. Update Client and suppliers as needed.
  • Coordinate assembly of welcome packets for onsite distribution.
  • Ensure distribution of host and attendee surveys, as required by program.
  • Prepare onsite binders for Travel Directors and/or internal staff to communicate logistic plans, final reports, CADENCE MEETINGS & INCENTIVES department program specifications and service agreements as well as all other pertinent program related planning materials and provide copy to meeting planner/host/sponsor if necessary.
  • Travel onsite as directed by manager and required by the meeting sponsor and serve as lead representative for suppliers and client, as needed.
  • Conduct internal pre-program turnover meetings, briefings and debriefings, including registration/air turnover, onsite staff briefing, client briefings and post-program debriefings.
  • Reconcile all final billing including all vendor invoices.
  • Reconcile all final participation data for accurate final attendee report. Update program cancellations, late ads and walk-ins to ensure final attendee database is accurate and complete.
  • Prepare final program billing, reconcile supplier payments and track payments.
  • Present final billing to meeting sponsor/contact.
  • Track/reconcile commission payments
  • Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.

Onsite Services

  • Manage arrival and departure transfers
  • Oversee room check-ins and assist if issues arise
  • Ensure food and beverage is delivered to functions on time and as ordered
  • Staff hospitality desk answering questions and assist with attendee needs
  • Act as human arrow directing attendees to appropriate function space
  • Oversee on-site and off-site activities and functions
  • Assist with attendee event materials and gift distribution
  • Oversee Audio/Visual equipment set-up for accuracy
  • Oversee DMC set-up
  • Manage luggage storage on departure day
  • Liaise with décor companies for on-time delivery and set-up
  • Manage VIP and Speaker needs
  • Collaborate with client for successful event execution

Sourcing:

In some instances, the Contract Program Manager will be responsible for Sourcing or Registration. Responsibilities include, but are not limited to the following:

  • Source hotel availability based on the program specifications. Provide (via CVENT meetings technology) preliminary rate and availability grids, and preliminary program budget as required to assist the Client meeting sponsor in making a final decision on program location.
  • Negotiate hotel and venue contracts and be able to outline and explain main contract components to client.
  • Effectively be able to negotiate client specific addendum with vendors and venues
  • Ensure the proper MSA/LOI and Work Order is prepared and signed.
  • Prepare program binder to include a program budget, itinerary/agenda, timeline and, when required, any other program related specifications. Conduct turnover meetings with respective program managers or the Client meeting sponsor.
  • Process hotel and vendor deposit payments.
  • Manage day-to-day industry relationships.
  • Utilize and leverage Client, or CADENCE MEETINGS & INCENTIVES department preferred hotel agreements when negotiating hotel contracts.
  • Schedule and attend supplier visits as required.
  • Recommend and utilize Client, or CADENCE MEETINGS & INCENTIVES department, approved destination management companies (DMC).
  • Track and report hotel room nights, spend and savings.
  • Ensure technology data integrity.

Registration Support

  • Work directly with internal team to fully understand attendee registration requirements, process flow and systems capabilities of registration websites (in order to assist/guide attendees) and timelines for communication, reporting and documentation
  • Be able to confidently summarize meeting objective(s), basic content and registration requirements/process to attendees and internal stakeholders to ensure registration information is being shared and captured appropriately
  • Master communication and registration modification functionalities of our meeting technology tool (Cvent)
  • Ability to write, contribute and proof website and email communication copy
  • Ability to understand and determine when/what information is required for invitation lists to facilitate registration logic developed by Registration Manager(s)
  • Develop and release invitations and subsequent program communication with pertinent and program-specific details, along with follow up and answering of attendee inquiries for websites where they are the assigned Attendee Manager
  • Keep clear, concise and accurate notes per attendee and per registration site as relevant/required by Program/Meetings Manager(s)
  • Accept and process registrations received through Cvent and by phone/email per established attendee management procedures and per program/event requirements
  • Regularly monitor email deliverability of invitations, confirmations, etc. by report and make adjustments/resend information as necessary (includes confirming email addresses with client contact, program manager, etc.)
  • Proactively and per program, gather information required to intuitively identify unique registration scenarios (speakers, staff, VIPs, etc.) and adjust attendee management exercises as needed
  • As directed by Program/Meetings Manager(s), responsible for production and QC’ing of name badges, welcome packets and other documentation requirements, both for attendees being managed by position and as needed for websites being managed by other team members
  • Work with technical resources to ensure data is entered and stored in established formats/locations
  • Work with Manager, Meetings Technology & Implementation and Registration Manager(s) to integrate data from other systems as needed
  • Act as steward of all data collected per program registration website
  • Manage housing blocks and rooming lists as required by Cadence M&I Work Order specifications, on own and as directed by Program/Meetings Manager(s). Includes checking availability with hotel when needed, seeking approval as necessary, updating internal records, updating clients with room block pickup, and communicating with attendee(s) as needed
  • Produce all registration reporting (standard and custom reports) as required by Program/Meetings Manager and/or Client(s)
  • As requested, be able to clone and adjust simple registration websites to expedite launch of registration for repeat programs
  • Escalate technology and invitee/attendee issues appropriately to relevant team member (Program/Meeting Manager(s), Registration Manager(s), Supervisor, Director of Operations, etc.)
  • Tracks labor hours per company procedure
  • Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position, including working on-site, running errands, etc.
  • Contract Program Manager may also perform other duties as the parties hereto may from time to time agree upon.

Transferable Skills (Competencies):

  • Capability of innovative, strategic and conceptual thinking.
  • Excellent oral and written communication skills.
  • Ability to converse with all levels of personnel.
  • Competency to maintain positive vendor relationships-Establishing, developing, and maintaining trust and loyalty over time and through changes.
  • Ability to select suppliers- Systematically identifying qualified suppliers to fill project openings, taking into consideration project requirements, organizational readiness, changing dynamics, and legal requirements.
  • Effective organizational and time management skills.
  • Strong project management skills.
  • Attention to detail.
  • Ability to work independently, developing strategies and action plans and implementing goals and objectives.
  • Ability to manage multiple tasks and changing priorities.
  • Ability to maximize profitability while minimizing costs
  • Successful negotiating skills.
  • Capability of problem solving - Anticipating, initiating and resolving issues.

Qualifications:

  • Bachelor's degree strongly preferred
  • CMP certification preferred
  • Minimum of 5 years’ experience in planning corporate meetings, incentives and/or special events
  • Minimum of 5 years’ experience in client management
  • Minimum of 5 years’ experience managing outside vendors, sourcing and negotiating contract services
  • Proficiency in Microsoft Office applications
  • CVENT Supplier Network and Event Management proficiency preferred

To apply, email resumes@cadencetravel.com.

View more job openings at cadencetravel.com/careers.

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