What Does An Event Manager Do?

WHAT DOES AN EVENT MANAGER DO?

Published: Jun 19, 2025 - The Event Manager oversees the firm’s marketing and communication strategies, including branding, social media, website content, and CRM maintenance. This role manages the full lifecycle of event planning, from venue selection and promotional materials to registration and budget coordination. The manager also supports business development by conducting market research, producing marketing tools, and strengthening internal communication initiatives.

A Review of Professional Skills and Functions for Event Manager

1. Event Manager Duties

Stakeholder Engagement: Working closely with those stakeholders and understanding the business
Event Execution: Plan and execute events in person or remotely
Team Preparation: Prep and training and ensuring successful execution
Content Review: Review and contribute to correspondence (emails, registrations, social and digital media) with internal stakeholders, external customers, and guest speakers
Data Retrieval: Pull attendee registration lists (Salesforce and Pardot) for invitations
Communication Review: Review and contribute to all communication with meeting invitees
Project Scoping: Provide project parameters for completion of support assignments
Vendor Coordination: Conduct pre-conference and post-conference meetings with vendors
Performance Reporting: Providing post-event metrics and KPIs to show value and/or direction on event strategy
Vendor Management: Meetings/events/receptions with hoteliers, food service directors, restaurants, ground operators, décor and entertainment companies, promotional items, AV and Production companies
Contract Negotiation: Review and negotiate contracts for all vendors (hotel, restaurant, AV, 3rd party associations, etc.)
Contract Explanation: Provide an outline and explanation to the host of all contractual items including any potential cancellations
Regulatory Compliance: Ensure compliance with insurance, legal, health and safety obligations
Initiative Leadership: Take charge, entrepreneurial, creative, proactive self-starter, tap into app and tech trends
Budget Management: Manage within approved event budgets and negotiate the best value for Ratings across all events
Schedule Tracking: Track, manage events calendar, pipeline and budget tracker (Serena)
Event Ownership: Responsible for Corporate/Infrastructure and ESG-related hosted events (virtual and in-person), webinars and 3rd-party events
Event Leadership: Lead and run events throughout EMEA and some global involvement from start to finish
Partnership Coordination: Participate and coordinate with external/internal parties for industry sponsorships
Roadshow Management: Project manage EMEA roadshows with other internal stakeholders (CCS, Commodities, Property, etc)
Team Support: Regular administrative duties for the event team (reporting on Serena and post-event reports, etc)

2. Event Manager Details

Strategic Planning: Contributes to the development of the overall marketing strategic plan by analyzing Greystone’s impact on the market and identifying potential event opportunities that reach the target demographic and yield results
Campaign Development: Develops strategic, multi-channel, B2B event campaigns with collaboration from Marketing Team peers
Brand Integration: Campaigns align with business goals/objectives and demonstrate positive ROI, while providing an integrated, consistent experience across the Greystone brand
Stakeholder Coordination: Acts as the direct point person for key stakeholders and vendors during the planning, on-site, and post-event phases and provides full-service logistical support throughout the event
Technical Production: Serve as the producer and technical lead for Greystone virtual events
Virtual Management: Responsible for virtual event setup, registration, event-related materials, and post-event wrap-up
Speaker Support: Provides speakers with platform training and day-of technical support
Vendor Negotiation: Leads negotiations on cost, terms and conditions, and scope of work for event suppliers and venues
Event Communication: Manages internal and client-facing event communications, including invitations, sponsorship ads/collateral, agendas, attendee travel information, executive briefing documents, attendee bios, and internal communications for events

3. Event Manager Responsibilities

Event Planning: Work with the event team on the planning and execution of each event
Supplier Management: Manage venues and suppliers to ensure excellent event planning
Onsite Coordination: Manage and coordinate events on site, ensuring excellent customer service and quality delivery
Budget Management: Manage budgets and invoicing
Deadline Tracking: Meeting and reviewing event deadlines across multiple projects
Cost Control: Sourcing supplier quotes and managing event budgets
Idea Generation: Brainstorming ideas and strategies to meet the client's event objectives
Content Writing: Writing event run sheets, briefing documents and MC notes
Client Liaison: Meeting with clients, suppliers and other stakeholders to discuss event requirements
Data Entry: General data entry ensuring all event documents and folders are up to date, organised and nothing is missed
Checklist Review: Updating and going over event checklists, event risk assessments and emergency response plans
Registration Management: Creating and managing event registration platforms/websites
Task Execution: Undertaking any other event administrative tasks
Logistics Supervision: Be on-site, managing the bump-in, running and bump-out of events

4. Event Manager Job Summary

Event Planning: Planning an event from start to finish according to requirements
Idea Generation: Coming up with suggestions to enhance the event’s success
Budget Preparation: Preparing budgets and ensuring adherence
Cost Management: Ensure events are successful and cost-effective, paying attention to budget and time constraints, and managing every detail
Asset Coordination: Coordination and management of assets, personnel and event budgets
Team Supervision: Manage event personnel to ensure proper safety standards are met and job duties are completed to upper management’s expectations
Staff Training: Train event specialists and supervisors to properly use/ build equipment, including but not limited to staging platforms, truss structures, large tents, etc.
Stakeholder Liaison: Main contact person for interactions between the MEC Events Team and event promotional staff and employees
Duty Assignment: Coordinate the job duties of personnel during the event
Equipment Handling: Construct and deconstruct various event equipment and buildings
Event Reporting: Provide event and performance recaps, including event activations and staff performance, etc.
Facility Maintenance: Maintain, service and clean equipment, warehouse/work space and vehicles
Brand Promotion: Sample Product and promote brand awareness by creating a combined interaction with brand, consumers and lifestyle to generate an exciting and positive brand image for Monster Energy
Site Management: Maintain event site during activation (janitorial services, crowd control, restocking product, etc.)
Logistics Execution: Properly securing and loading and unloading of trucks

5. Event Manager Accountabilities

Event Review: Regularly review events in line with event evaluation and feedback, implement learning and best practice
Budget Control: Ensure event budgets are managed with a focus on keeping costs within budget and maximising profitability
Report Management: Manage the month-end Event P&L reports
Financial Planning: Support Director, Events and Training with reforecasting and setting the department budget for the upcoming financial year
Content Support: Provide regular support and input with event agenda setting, content and research
Sponsor Management: Ensure sponsors are managed and sponsor benefits are delivered
Event Evaluation: Conduct thorough debrief and evaluation post events with specific accountability for delivery within budget, to time, and in line with brand and quality standards
Marketing Oversight: Oversee the delivery of the overall events marketing
Event Attendance: Attend events and support the setup and delivery of events on-site
Process Oversight: Oversee the team to ensure the event processes are effectively managed and web pages are continuously maintained and updated with accuracy and consistency at all times
Data Compilation: Support the Director, Events and Training with compiling data for reporting and preparing presentations
Team Support: Support other members of the Events Team with event enquiries, delegate registration and bookings during busy or under-resourced periods

6. Event Manager Functions

Event Coordination: Coordinate all event activities and personnel
Information Distribution: Distribute all meeting information and supplies to attending personnel
Budget Planning: Calculate and propose budgets for planned events or meetings
Opportunity Research: Research and identify successful event opportunities
Supply Management: Maintain a stock of event supplies
Strategy Building: Build event strategies for defined customer segments
Model Testing: Test a variety of models (regional, partner-driven, issue-specific, etc.), and then scale successful models, working in close collaboration with members of the partnership and events teams
Event Execution: Manage the production and execution of events
Timeline Management: Managing venue searches, budgeting, defining and driving timelines and holding teammates accountable to them
Vendor Coordination: Collaborating with internal customers, food and beverage selection, negotiating, coordinating, and working with outside vendors, and measuring the impact of an event towards achieving its desired objectives
Relationship Cultivation: Initiate and cultivate strong relationships with members of Stand Together’s development team and external vendors
Team Management: Manage internal and external team members contributing to the success of events
Practice Development: Develop an understanding of industry best practices and execute strategies to continuously improve events

7. Event Manager Job Description

Event Oversight: Manages and oversees the Planning and Execution of all events
Onsite Supervision: Present for all events to ensure the event runs smoothly from beginning to end, and reviews all details with subordinates on off days
Team Communication: Assist in sending weekly emails to the management team with upcoming events to ensure proper staffing and product levels
Department Coordination: Daily communication with the Events Team and MOD to ensure all departments have everything they need for events-related to perform at optimal levels
Media Relations: Build relationships with key organizations as well as local media and advertising partners
Client Handling: Responsible for taking initial event enquiries, face-to-face meetings, e-mails and telephone calls right through to the final stages
Calendar Management: Maintaining a monthly events calendar as well as a diary to ensure successful long-term planning
Operational Support: Supporting to ensure the running of the event
Staff Supervision: Supervising, training and motivating front-of-house staff
Invoice Coordination: Working closely with the external accounts team to ensure all events are invoiced and up to date

8. Event Manager Overview

Industry Research: Keeps up to date on YGS competitors (as it pertains to event management and sales), event management platforms, virtual event platforms, and industry trends
Knowledge Sharing: Documents and shares this information with other associates
Subject Expertise: Serves as the YGS event management subject matter expert for proposals and prospect presentations
Team Training: Trains and mentors account managers and account coordinators as it pertains to duties to successfully manage event sales and/or management clients
Sales Education: Assists in planning, development, and presentation of sales training efforts for APS team members as it pertains to event-related topics
Prospect Development: With input and assistance from the client, manages the development of each event prospectus
Sponsorship Design: Works in conjunction with the client to develop unique and compelling sponsorship opportunities, including cost analysis and pricing
Package Creation: Creates packages for exhibitors and sponsors that provide ROI across multiple event types (live, virtual or combination)
Campaign Management: Manages eblasts and print marketing for assigned clients, with assistance from other associates

9. Senior Event Manager Details and Accountabilities

Portfolio Management: Manage portfolio and strategic approach of on-campus employee events for Bellevue, WA, and Overland Park, KS, locations
Project Leadership: Project manage overall event, including managing cross-functional stakeholders, setting clear expectations and driving for alignment on event strategy and delivery
Business Rhythm: Develop the rhythm of business, including internal communications and executive briefings
Strategy Presentation: Prepare and present strategies and event concepts to senior leadership
Event Planning: Develop an event brief that defines business and event objectives, target audience, program executional components, etc.
Message Integration: Articulate the messaging hierarchy and incorporate through contextual experiences
Team Execution: Lead cross-functional teams and execute work stream plans
Meeting Coordination: Set meeting cadence, lead with clear agendas and follow up with detailed notes and action items
Budget Oversight: Oversee and manage event budgets
Issue Mitigation: Identify and mitigate issues/escalations
Executive Management: Manage, in partnership with executive teams, the executive experience at the event
Agency Coordination: Manage agencies on all creative/production, logistics planning, registration, housing, venue(s), event tools, etc.
KPI Evaluation: Establish key performance indicators, measure, and deliver results
Sponsorship Negotiation: Negotiate and manage event sponsorships, ensuring all assets align with the Un-carrier brand and how we show up at events
Debrief Reporting: Create post-event debriefs and manage event budget reconciliation
Template Development: Build/manage event templates/processes, manage team document sharing site, manage team budget in partnership with the finance team, etc.

10. Event Manager Tasks

Program Management: Developing, managing and delivering ITP’s programme of major consumer awards
Event Delivery: Responsible for event delivery, ITP is looking for someone who can bring ideas and creativity to the events calendar, and who can drive revenue through table sales and innovative sponsor solutions
Deadline Management: Showcasing the ability to meet deadlines and budgets, create an event strategy, roll up sleeves to do the production work, and assume responsibility for flawless execution of agreed-upon commercial deliverables
Stakeholder Liaison: Liaise with all key stakeholders (internal and external) to understand how each Partner can be supported more effectively
Needs Analysis: Capture all the Partners' needs to construct a delivery plan
Plan Execution: Take ownership of the timely execution and delivery of the plans
Venue Coordination: Responsible for the delivery of marketing events including sourcing venues, negotiating costs, booking speakers and equipment, running show scripts, on-the-ground venue liaison and invoice management
Budget Reporting: Keep accurate records of spend and produce regular ROI and activity reports

11. Event Manager Roles

Venue Knowledge: Maintain detailed knowledge of all EVO Entertainment venues to include movie theaters, restaurants, dine-in theaters, bars, gaming, virtual reality, live music, event spaces, group events, and meetings
Lead Response: Respond to leads and create proposals for birthday parties and events of 25 guests or fewer for their assigned location(s)
Client Contact: Point of contact for all event-related inquiries for the specified location such as payments, event details, and contracts
Client Relations: Develop and maintain relationships with clients to market event services for their assigned location(s)
Payment Coordination: Report to the Director of Sales and Accounting Departments to ensure all payments are processed and up-to-date
Team Supervision: Manage and supervise event staff, including coordinators, servers, party hosts, and interns
Staff Preparation: Ensure staff are adequately prepared for events
Staff Training: Train and educate staff on proper procedures
Sales Tracking: Maintain and update sales notebook with call log, pricing, references, event layouts, and additional information
Schedule Creation: Create and manage the staff schedule for the events department
Supply Management: Maintain inventory and order additional event supplies
Event Suggestions: Propose suggestions to enhance event success
Event Analysis: Analyze events through staff member and guest feedback to make adjustments to future events
Budget Compliance: Ensure adherence to budgets and policies
Facility Maintenance: Maintain the condition of event equipment and event spaces and arrange repairs
Site Visits: Conduct site visits with potential clients
Event Customization: Facilitate customization of events to tailor them to guest needs with guidance from the Director to meet guest expectations
Logistics Coordination: Ensure all logistics for events are correct and coordinate with GM, event staff, and kitchen staff (set-up and breakdown of event, decorations, food and beverage offerings, theater rentals, film schedule, special arrangements, etc.)
Event Hosting: Open to hosting events
Payment Processing: Process event payments through the booking portal and manage event tabs through the POS system
Schedule Flexibility: Open to working late nights, weekends, and holidays to ensure a high-quality guest experience
Mission Alignment: Project EVO’s Mission and Vision Statements to team members and guests

12. Event Manager Additional Details

Event Coordination: Coordination of major events, promotional activities and special projects
Budget Management: Establish and manage event budgets and key expenses, target-driven every week
Account Servicing: Servicing key accounts and managing key deliverables efficiently
Sponsorship Management: Manage sponsorship programs with key partners
Stakeholder Relations: Effectively manage positive relationships with various business partners and stakeholders
Proposal Preparation: Prepare business proposals and reports required by management and clients
Event Execution: Liaise with various internal and external parties to ensure the smooth execution of events and related activities
Collateral Oversight: Oversee the production of marketing collaterals with the Marketing Manager
Team Supervision: Effectively manage the Events team to ensure that deadlines are met
Trend Monitoring: Maintain information services and keep current with marketing trends, innovations, communication techniques and any media regulations that may impact the Hospitality and/or the Food and Beverage industry
Task Ownership: Take on any other responsibility as assigned by the Management
Event Evaluation: Conducts post-event evaluation (including data entry and analysis and producing reports for event stakeholders)
Partnership Building: Establish and maintain effective working partnerships with all internal and external colleagues and associates
Cross Collaboration: Creative team, Information Technology department, Accounts Department and Management team

13. Event Manager Essential Functions

Event Production: Serve as overall event producer for annual gala, managing budget, logistics, stage program and run of show, guest experience, speakers, and all related vendors
Logistics Oversight: Oversee all day-of logistical items for the annual gala including volunteer and staff assignments, delivery of event materials, and virtual or in-person guest logistics
Engagement Planning: Working with Development staff, conceptualize, execute, and manage regional and virtual donor engagement events
Brand Promotion: Create and manage brand-forward events and programming to promote NWLC’s issues and mission in a new, more virtual environment
Vendor Management: Contract, manage and liaise directly with external consultants to ensure services are rendered and timely payments to external vendors and consultants are made
Project Planning: Establish and oversee the execution of a full project workplan and event brand/marketing plan, providing guidance, support, resources, and tools to staff leads and external stakeholders
VIP Support: Anticipate and attend to the unique needs of event celebrities and VIP guests, and prepare speaker briefing books
Executive Support: Provide ad hoc executive support, including but not limited to briefing materials, event overviews, and occasionally staffing of virtual event rehearsals
Calendar Management: Create and maintain a master calendar of special events
Toolkit Development: Develop a third-party events toolkit to enable supporters to self-organize fundraisers on behalf of NWLC
Coalition Representation: Serve as NWLC logistics and events rep in various coalitions and planning collaboratives
Post-Event Review: Manage post-event activities, including organizing debrief sessions, creating event synopses, and communicating with event attendees

14. Event Manager Role Purpose

Fan Engagement: Lead on developing youth fan initiatives as well as other club activations across match days at the Etihad and Academy Stadiums that improve the fan experience
Event Delivery: Lead in the planning and delivery of non-MD events
Experience Design: Lead on the creation, development, and delivery of new and existing fan experiences that are specifically targeted towards key fan segments
Diary Management: Lead the diary management and booking process of the Club’s replica trophies
Match Support: Support for the delivery of matches and 3rd party events at the Academy Stadium
Event Execution: Creates, plans, manages, and leads the execution of all existing and new organizational events including fundraisers, donor events, and various community outreach events
Strategic Planning: Strategizes with staff to create new events to attain the strategic goals
Budget Management: Manages event budgeting and results analysis
Vendor Negotiation: Negotiates vendor contracts including in-kind donations
Material Coordination: Coordinates with the marketing department on the production of all event materials and public relations
Team Collaboration: Works collaboratively with marketing and philanthropy teams to ensure appropriate leveraging of event volunteers, attendees, and donor relationships
Volunteer Coordination: Facilitates all volunteer event committees and manages all event volunteers
Staff Participation: Participate as a fully productive member of staff by effectively communicating, collaborating to achieve goals, supporting and contributing to the efforts of others, adhering to CFGC’s standards and practices, procedures, and policies, while maintaining confidentiality

15. Junior Event Manager General Responsibilities

Event Planning: Involved in the conception, planning, preparation, and follow-up of face-to-face and hybrid events
Webinar Management: Responsible for the independent planning and technical implementation of webinars
Event Support: Take care of the event support and ensure the entire project process on-site and digitally
Participant Management: Responsible for participant management and the maintenance of event campaigns in the customer relationship management system
Vendor Coordination: Take over the management of external service providers such as event, graphic, and online agencies
Administrative Support: Support organizational and administrative activities
Strategic Development: Participate in developing strategic special events, in partnership with the Paris headquarters
Brand Awareness: Increase brand awareness and exposure, drive sales, and increase client loyalty including product launches, heritage events, press events, collection premieres and previews, client events, and ad value events
Stakeholder Liaison: Act as direct event liaison for all Regional Directors and Boutique Managers through frequent communication (including updates, timelines and verbal communication) regarding all event activity
Partner Identification: Identify exciting potential event partners in regional markets
Event Execution: Manage all aspects of pre-/post-event planning and execution for the specified markets
Logistics Oversight: Oversee all logistical relationships with preferred event vendors
Global Coordination: Work directly with Paris partners on event briefs and reporting/recaps
Team Communication: Effectively communicate the importance of the event to corporate and boutique teams while building excitement for the project
Sales Enablement: Ensure maximum sales and luxury client experience by clearly conveying the brand focus, desired results, and event flow
Internal Alignment: Strong communication on event logistics and internal planning with other departments (training, merchandising, VM)

16. Senior Event Manager Key Accountabilities

Event Strategy: Oversee the strategy, concepting, and execution phases for a series of 1st party events
Agency Management: Oversee the relationship with the experiential agency partners
Team Collaboration: Work with marketing, comms, sales, partnerships, and community teams, ensuring that their needs are met and goals are achieved at events
Project Oversight: Manage and escalate project issues, and establish success metrics for projects and ensure performance is tracked and measured
Vendor Contracting: Manage and contract approved agencies and vendors
Student Engagement: Conduct student club events
Festival Planning: Plan and conduct a festival celebration
Equipment Management: Keep stock and check the condition of all event equipment
Financial Reporting: Prepare the financial statement for every event organized
Competition Coordination: Conduct intra and inter-college competitions
Event Research: Research for new events

17. Event Manager Roles and Details

Group Management: Manage the needs of the groups
Sales Promotion: Offer hotel products and services to generate sales
Logistics Coordination: Manage the client agenda with logistics
Event Sales: Sell and generate thematic events, achieving sales in items of F&B, decoration, music, entertainment, spa, and activities offered by the hotel
Vendor Liaison: Contact providers of the different services offered and confirm the date and time of execution
Instruction Preparation: Prepare group instructions with as much information as possible
Event Review: Hold pre-meetings with inmates every week to review future events
Preconference Planning: Schedule a pre-conference meeting with clients and essential hotel personnel for the operation during the group stay
Transfer Coordination: Coordinate with DMC (Destination Management Company) arrivals and transfers of the participants

18. Event Manager Responsibilities and Key Tasks

Event Strategy: Develop and execute a comprehensive global events strategy in support of corporate and SBU objectives, aligned with the broader marketing communications plan
Strategic Counsel: Provide strategic counsel to brand marketing leads and commercial and operational stakeholders in selecting annual events
Project Management: Create and manage project plans and timelines while executing events flawlessly and within budget
Logistics Oversight: Manage and oversee all event logistics including site selection, booth space reservations, hotel bookings, demo coordination, shipping, and stakeholder communication
Booth Management: Handle booth layout design, exhibition graphic production, show services, and onsite logistics including setup and dismantling
Event Promotion: Optimize events through advertising, PR, direct mail, online marketing, websites, email campaigns, and other media
Budget Tracking: Create, manage, and reconcile event budgets, analyze metrics, assess ROI, and produce detailed reports
Archive Management: Maintain event archives containing contracts, budgets, feedback, photos, collateral, and promotional assets
Process Adherence: Follow departmental procedures to ensure a consistent experience for brand marketing and operational teams
Process Improvement: Collaborate with other Event Managers to refine and enhance existing processes
Vendor Negotiation: Negotiate pricing and contracts with conference organizers, venues, and external agencies

19. Event Manager Duties and Roles

Strategic Planning: Develop a strategic approach to the Scout Adventures Events portfolio
Program Development: Lead the enhancement of existing events and initiate new ones to deliver an attractive and engaging programme
Safety Compliance: Collaborate with staff teams to ensure the health, safety, and welfare of event and residential experience participants are thoroughly addressed
Supplier Management: Manage and liaise with all third-party suppliers to guarantee timely and safe service delivery
Target Setting: Identify and achieve ambitious yet realistic financial and non-financial performance targets
Budget Oversight: Maintain oversight of multiple event budgets, each up to £25,000
Volunteer Coordination: Coordinate and support a transparent and consistent process for volunteer staffing led by volunteers
Team Collaboration: Work collaboratively with staff and volunteer teams to develop, implement, and monitor effective volunteer management processes
Site Leadership: Serve as an integral member of the Gilwell Park management team

20. Event Manager Roles and Responsibilities

Client Communication: Communicates with clients through e-mail, phone calls and on-site meetings throughout the event planning process
Stakeholder Liaison: Acts as liaison between the client and internal stakeholders, communicating necessary information to each department, providing updates/changes and collaborating on ideas that best serve the event
Vendor Management: Manages and negotiates vendor contracts, coordinates vendor logistics and serves as the on-site contact for install, event, and strike days
Floor Planning: Designs event floor plans through event diagraming software and distributes floor plans to the necessary parties
Catering Coordination: Works with the stadium catering partner on menu development, catering rentals, F&B floor plans and other catering requirements
Documentation Oversight: Manages event orders, timelines, BEOs, floor plans and operational documents, updating and distributing information to all necessary stakeholders
Budget Management: Manages event expenses, client budget, vendor payments and billing
Team Briefings: Conducts weekly meetings with internal stakeholders to communicate event details and updates
Sales Support: Assists the Event Sales team with site visits, client calls, meetings and operational requests
Event Supervision: Acts as on-site contact for client during install, event and strike days
Vendor Relations: Establishes and maintains relationships with third-party vendors and industry partners
Event Evaluation: Conducts event postmortem with client and internal stakeholders to discuss wins and challenges, and creates a plan for improvement
Report Generation: Generates event reports as requested by the Director of Special Events
Revenue Development: Collaborates with the Event Sales team to generate new event models and revenue opportunities
Project Assistance: Assists with department projects
Process Documentation: Creates and maintains Event Management SOPs
Inventory Updates: Works with Stadium Operations to update stadium inventory and event space floor plans
Industry Engagement: Participates in industry events to foster relationships and remain on top of industry trends
Strategic Planning: Participates in long-term goal setting and department strategy sessions

21. Event Manager Duties

Team Leadership: Leading, training and coaching the events team
Schedule Planning: Planning the events schedule to maximise yield
Client Relations: Building strong relationships with clients and colleagues
Site Coordination: Arranging and leading hotel site visits
Event Execution: Ensure the correct administration and execution of all planned events
Promotional Strategy: Lead on event-centric promotions to drive business
Revenue Optimization: Recognising opportunities to maximise revenue by up-selling
Report Preparation: Preparing weekly reports for forecasting purposes
Client Communication: Maintaining effective communication with clients to create accurate and complete banqueting event orders and ensuring the banqueting team delivers the event as per the client’s request
Time Management: Effective time management to enable timely follow-up of enquiries and completion of the event checklist for every event
Logistics Coordination: Coordinating event logistics by working closely with the banqueting team, the in-house AV company, suppliers and clients
Onsite Management: Coordinating activities on the day and during the event to ensure the smooth running of the event
Feedback Follow-up: Following up on client feedback over the phone after the event promptly
Cross Selling: Effectively cross-selling enquiries across the Group, ensuring all enquiries are fully considered

22. Event Manager Details

Event Management: Oversee end-to-end management of Grafana-hosted events, from site visits to post-event activities
Budget Oversight: Stay on top of budgets, timelines, and tactical details to meet event priorities agreed upon with the manager
Team Collaboration: Work collaboratively with all areas of marketing, engineering, sales, finance, and legal to execute effective marketing events
Global Coordination: Liaise with the global team, occasionally taking calls outside of typical EMEA working hours
Stakeholder Communication: Communicate effectively with key stakeholders and event speakers, both internal and external
Meeting Planning: Oversee and implement communications for the Annual Meeting
Speaker Management: Coordinate and manage attendees and speakers to ensure all materials convey accurate and updated information
Vendor Logistics: Collaborate with program organizers, manage vendors, and overall logistics
AV Support: Assist with planning and execution of AV to support live streaming and in-person experience
Event Execution: Manage third-party events and host-owned events (trade shows, conferences, in-person events, and webinars)
Campaign Management: Responsible for the full end-to-end project lifecycle of the events campaign including logistics, marketing, sponsor management, post-event lead sorting and uploading to the CRM, etc
Cross-Functionality: Work in cross-functional teams and collaborate closely with the product marketing, sales, and communications teams in the development, execution, and measurement of the regional events
ROI Evaluation: Measure campaign impact through CRM reporting, evaluate event/campaign ROI, and report on the success of the event to the rest of the business
Reporting Delivery: Provide a thorough report to management

23. Event Manager Responsibilities

Strategic Planning: Set the overall strategic plan for events as a commercial channel, to drive sales, marketing and revenue goals
ROI Management: Manage the event channel to deliver a strong ROI to prove events as a growth opportunity for Swift
Calendar Execution: Create and execute the event calendar across a large spectrum of objectives such as sales relationships, thought leadership/speaking appearances, online new and existing customer webinars, field marketing, and company Keynotes
Cross-Departmental Collaboration: Collaborate closely with Sales and Marketing leadership to drive revenue through supporting Sales event objectives, and work with the Marketing team
Hybrid Integration: Work with marketing operations and channel marketing team to leverage hybrid events, online broadcast platforms for customer growth
Production Oversight: Manage the production-level event spaces, services, technologies, and multimedia/experience design programs within the region
Operational Alignment: Represent events operations within projects to ensure team vision is communicated, understood, and aligned, and collaborate on various operational and design strategies
Technology Leadership: Lead the development of standards and expectations for the ongoing operation and maintenance of event and multimedia technologies across the region
Experience Quality: Ensure customer experiences and production values are maintained for a wide variety of events
Vendor Partnerships: Develop partnerships to ensure venues are fully operational and functioning

24. Event Manager Job Summary

Timeline Coordination: Helping set, communicate and maintain timelines and priorities on every project
Budget Oversight: Being responsible for all annual events, the annual budgets, and ensuring the events are delivered within budget
Stakeholder Engagement: Maintain and build effective relationships with a wide range of stakeholders, including local businesses, external agencies, senior managers and internal colleagues
Permit Management: Securing permissions from outside authorities including Westminster City Council, to host events
Supplier Management: Instructing and managing third-party suppliers
Partnership Coordination: Liaising and coordinating suppliers, partners and key stakeholders
Marketing Contribution: Contributing to the BIDs’ wider marketing strategy
Event Support: Supporting other BID team members in delivering their themed events
Meeting Facilitation: Attending and co-leading the quarterly Destination Steering Group meetings with the Marketing Manager
Material Production: Working with the marketing team to deliver or commission event marketing material
Content Creation: Providing content for the BIDs’ online channels to promote the events programme
Print Coordination: Liaising with designers and printers
Contract Negotiation: Negotiating contracts with external suppliers to optimise value
Media Planning: Organising event photography and video production
Performance Analysis: Exercise analysis to drive improvements
Event Planning: Planning and organising require the integration of a limited range of activities and resources
Procedural Initiative: Flexibility to take some initiative, but within well-established procedures

25. Event Manager Accountabilities

Client Coordination: Manage and support multiple clients' events, primarily focusing on the operational aspects and delegating the logistics of event management
Delegation Management: Manage congress delegations for Local and International Congresses
Project Planning: Effectively plan and manage client projects and deliver outstanding service to the client's specification including research, creative event proposals, budgets, policies, negotiation and management of suppliers, web registration tools, site visits, and onsite management
Team Communication: Work effectively in a team, communicating confidently with the EM and amongst peers to share best practice and with internal and external suppliers
Venue Sourcing: Venue sourcing for meetings predominantly in Ireland, utilising the applicable client and Amex preferred supplier programs and Cvent technology
Budget Delivery: Achieve targeted financial results whilst delivering high-quality events and demonstrating significant savings on client meeting spend
Travel Coordination: Planning, coordination, and execution of group air travel including any applicable transfers
Web Support: Build a basic web registration site with the support of a web expert
Skill Development: Undertake continuous self-development and training

26. Event Marketing Manager Functions

Event Planning: Work with stakeholders, Sales team members, and partners to develop plans for each event, outlining details, deliverables and initiatives required to promote, prepare, and run the event
Timeline Management: Set, communicate, and maintain timelines and priorities for all events and hold all stakeholders accountable for their assignments
Logistics Coordination: Coordinate and execute all event-related logistics including ordering services, managing exhibit materials, and shipping
Calendar Maintenance: Maintain a comprehensive calendar of events
Vendor Research: Research events, venues, vendors and suppliers
Asset Management: Acquire and maintain exhibit properties including booths, roll-up banners, giveaways, and other related materials
Contract Negotiation: Develop and manage relationships with vendors and suppliers and negotiate contracts
Team Training: Conduct team training pre-event and on-site
Performance Analysis: Analyze event success and prepare debriefs, lessons learned, and reports for management
Budget Oversight: Establish and document processes while maintaining and staying within budgets to maximize ROI

27. Event Manager Job Description

Marketing Planning: Be involved in pre-event marketing planning and come up with suggestions to enhance event success
Event Execution: Plan events from start to finish according to allocated budgets, and company playbooks on events and exhibitions
Project Management: Organise, project manage and ensure overall smooth running of all events and exhibitions that Fast Track will be involved in
Logistics Oversight: Be responsible for all digital and land-based events logistics and step up to resolve any problems that might occur
Stakeholder Coordination: Work with multiple key stakeholders and third-party providers
Team Collaboration: Collaborate with marketing team members and other teams within the organisation on marketing and promotional activities for events
Performance Reporting: Measure and analyse event success and prepare reports
Budget Management: Develop and oversee event budgets

28. Event Manager Overview

Leadership Management: Working closely with the General Manager and Sales Manager
Team Supervision: Lead and manage a large variable team
Staff Development: Train and develop and upskill the team and look at PDP to ensure we promote and grow within
Schedule Planning: Compile rotas in line with budget and business needs, making sure we are not over- or understaffed
Client Feedback: Manage the customer feedback forum and put together action plans
Event Delivery: Oversee the delivery of all C&E bookings, making sure we upsell and fully understand the C&E requirements
Booking Administration: Administration of bookings using the Delphi system, making sure all customer/client information is accurate
Team Coordination: Maintain a professional relationship with the internal teams to ensure the smooth running of the C&E department
Supplier Relations: Building relationships with external suppliers
Safety Compliance: Maintaining the Health and Safety standards for the safe handling of food, and the correct use and storage of equipment/facilities

29. Event Manager Details and Accountabilities

Event Strategy: Create an effective event strategy specific to each tier 1 or tier 2 tradeshow/event based on business objectives and overall marketing objectives
Goal Alignment: Field marketing and regional event leaders develop show goals, objectives, and KPIs in collaboration with product marketing
Audience Targeting: Define the target audience, brand messaging, pre-show marketing plan, on-site marketing plan, booth experience, post-marketing plan, and framework for measuring performance and success
Stakeholder Coordination: Work with regional event leaders, conference organizers, and exhibit vendors to secure opportunities that align with the goals and objectives of the show
Team Leadership: Lead collaborative cross-functional teams in all stages of event planning and execution and analysis by defined business timelines and budgets
Brand Compliance: Collaboratively ensure event elements, marketing materials and content comply with Cytiva’s brand guidelines, local regulatory requirements, and advertising/promotional work instructions
Data Analysis: Track and analyze the progress of event projects against goals and objectives
Performance Monitoring: Use data to inform real-time decision-making and drive continuous improvement
Budget Oversight: Track and manage event budgets to ensure targets are achieved
Impact Evaluation: Measure and evaluate event outcomes and feedback and prepare event reports for business stakeholders and senior management in partnership with marketing and project stakeholders
Innovation Research: Research and ideate new approaches to event strategy, design and event technology based on industry trends and drive adoption of new strategies, techniques, and tactics throughout the extended marketing organization
Process Consistency: Drive a consistent approach to event planning and execution and share feedback to improve operational efficiency
Vendor Liaison: Act as a liaison between event suppliers and agencies on a show-by-show basis

30. Event Manager Tasks

Marketing Management: Manage all aspects of the firm’s marketing strategy and communications, including branding, social media, website content, and newsletter broadcasts
Attorney Collaboration: Collaborate with attorneys regularly to expand business development and marketing efforts by creating, tracking, and implementing individual marketing plans
Industry Research: Perform research and stay updated on market and business trends related to the legal industry, competitive landscape, and attorney experience
Content Development: Create and implement communication tools and materials in alignment with marketing and business development initiatives
CRM Maintenance: Maintain the firm’s CRM data to support marketing and client relationship management
Internal Communication: Assist in developing and managing the firm’s internal communications strategy
Event Coordination: Coordinate the planning of firm events and attorney business development efforts including venue selection, invitations, registration, transportation, and promotional materials
Onboarding Support: Support the Firm Administrator in onboarding lateral shareholders and associates in collaboration with the HR Manager
Event Administration: Manage all administrative tasks related to events, including budgeting, promotional material distribution, and responding to inquiries

Relevant Information

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What Does An Event Sales Manager Do?

What Does An Event Marketing Manager Do?