Event Manager

HIA-LI; Hauppauge (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

HIA-LI in Hauppauge, NY is seeking an Event Manager to plan, coordinate, and execute our events including networking programs, educational sessions, and large-scale conferences. Based in Hauppauge, NY, you will collaborate with internal teams, sponsors, and member companies to align content with organizational goals and advocacy initiatives.

Responsibilities include managing logistics, vendor communications, registration, budgets, timelines, and on-site supervision.

Qualifications

• Experience planning and executing events, including large-scale conferences.
• Strong vendorManagement and contract coordination skills.
• Ability to manage budgets, timelines, and logistics for multiple events.

Responsibilities

• Plan events from inception to post-event follow-up and maintain the events calendar.
• Negotiate and manage venue contracts, coordinate speakers and sponsors, and arrange food & AV requirements.
• Coordinate registration, badges, packing lists, and on-site staffing; ensure smooth day-of-event execution.
• Collaborate with Marketing and internal teams to promote events and gather attendee feedback for future improvements.

Skills

Event planning

Vendor coordination

Budgeting

On-site management

Volunteer management

Job description

Role Description The Event Manager is a full-time, role based in Hauppauge, NY. This role is responsible for planning, coordinating, and executing HIA-LI events, including networking programs, educational sessions, and large-scale conferences. Day-to-day tasks include managing event logistics, communicating with vendors and venues, coordinating registration, and ensuring high-quality attendee experiences. The Event Manager will collaborate with internal teams, sponsors, and member companies to align event content with organizational goals and business advocacy initiatives. The role also involves monitoring budgets and timelines, overseeing event promotion in partnership with marketing staff, and collecting feedback to continuously improve future events.

Key Result Areas:

Planning

• Works with Management to plan events based on membership needs.
• Schedules and oversees all events, from inception to post-event follow-up.
• Maintains the official Events calendar and conducts on site visits to see potential venues/caterers etc.

Booking and Set Up

• Manage negotiations for booking and venue contracts
• Reaches out, gets commitment and follows up with all speakers including discussion of what is expected and asking to help promote the event. Bio sheets and headshots are asked for.
• Arrange food and beverage order
• Orders supplies and audiovisual equipment for events
• Develops an internal event information sheet on each event with a timeline to achieve quality events
• Maintains a budget for each major event including Annual Meeting, Trade Show, Golf Outing, Business Distinction Awards, Rising Leaders/ Workforce Development, Women’s Conference.
• Ensure that all contractual responsibilities are observed.
• Develop volunteer duties, recruits and trains for each event in coordination with the Membership Ambassador subcommittee.
• Develop venue spec sheets to send to venue about all necessary requirements and timing.

In coordination with Member Care and Event Admin position

• Send out notices (reminder emails and feedback emails)
• Pull list of sponsors names for upcoming event and email main contact to get names for attendees.
• Register Panelists and Sponsors (once names are received) for Event.
• Print name badges (if appropriate)
• Pack (and unpack) what’s on packing list to bring to event
• Use Administrative position as needed for events

Managing On Site

• Manages relationships for successful recruitment, acknowledgment, and retention of volunteers as it relates to day of the event and volunteers calling for attendance.
• Oversight of onsite events and logistics
• Assigns staff and volunteer duties for day of event.
• Insure all are doing what’s expected and handle any opportunities for improvement
• Serve as liaison with vendors on event-related matters.