Event Program Manager

Direct Travel; United States; Hybrid; USD 85,000 - 120,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Total rewards package

Job summary

Direct Travel is seeking a Program Manager to lead client relationships, coordinate internal teams, and drive program planning and execution across complex meetings and events. This role can be remote or hybrid with 2 days in office if local to Schaumburg, IL or Appleton, WI.

Responsibilities include managing client expectations, negotiating supplier contracts, and ensuring successful program outcomes while mentoring project managers and collaborating with Travel Services, Creative Services, and

Qualifications

• Bachelor's Degree in Business, Hospitality, Event Planning or a combination of education and work and experience is required
• Minimum of 4 years of experience in the Hospitality and/or group/individual performance industry, with at least 3 years of meeting planning experience
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
• Certification in Meeting Planner (CMP) is a plus

Responsibilities

• Functions as the main client contact and works diligently to develop a strong relationship; and manages clients
• Offers client dynamic experiences using the i|xperience™ methodology, working in conjunction with Marketing; leads client by providing workable and creative solutions
• Consults with client to determine goals, needs, objectives, and expectations of the program
• Remains current and knowledgeable about the industry to provide the client with creative and compelling concepts
• Understands client/group idiosyncrasies and adapts Creative Group services, accordingly; in the case a client’s request does not fit in the company’s service offerings, consults with the Design & Innovations and/or the Account Executive
• Schedules and facilitates client planning and debrief meetings to evaluate program results
• Is accountable for successful program outcome
• Collaborates with appropriate team members in internal kick-off, following program turnover from pre-sales to operations
• Executes overall strategy and choreography of meetings and events
• Leads clients and other team members on operational site inspections
• Negotiates and manages supplier contracts, including deposits, attrition, concessions, guarantees, room blocks, and master accounts in conjunction with internal team members
• Manages and works with hotel and supplier staff to exceed customer expectations. Provides best pricing, options, and program objectives. Maintains logistical accountability of meetings. Acts as liaison between customer, hotel, and all suppliers
• Creates and communicates all program specifications and program details and approve event orders
• Oversees design, marketing concepts and promotional campaigns, copywriting, and budget specific to the program in conjunction with the Project Manager
• Sends appropriate post-program correspondence to all stakeholders
• Manages client budget with a focus for client cost savings while maximizing revenue opportunities
• Understands and monitors estimated labor hours for team to maximize profit
• Manages cost-savings, reconciliation, and invoicing
• Be a sought-after partner, by building trust with clients, internal team, and external partners
• Provides confident leadership for the client, planning team, and company through all actions and to be able to successfully execute programs
• Establishes, communicates, and monitors all timelines and budget parameters
• Mentors Project Managers on an ongoing basis
• Works with all internal departments (as applicable per program) for the successful execution of the program, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance
• Is responsible for on-site program execution and direction of travel staff. Implements contingency plans as needed Troubleshoots and solves onsite problems seamlessly
• Is responsible for identifying and sharing best practices and process improvements company-wide
• Gathers, shares, and applies learnings for continuous process improvement
• Can adapt and work successfully with any client, partner, and program
• Seek feedback, absorb, and act in the spirit of continuous personal development

Skills

Client relationship management

Budget management

Communication

Leadership

Project coordination

Education

Bachelor's Degree in Business, Hospitality, Event Planning

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

SharePoint

One Drive

Zoom

Job description

• Position Overview

The Program Manager (PM) is responsible for managing and leading the client, leading the internal team, program planning, program execution, building client relationships, managing client financials and Creative Group cash flow, engaging suppliers with client priorities, and bringing creative solutions to our clients. This position can be remote or hybrid with 2 days in office if local to Schaumburg, IL or Appleton, WI.

Responsibilities

• Functions as the main client contact and works diligently to develop a strong relationship; and manages clients
• Offers client dynamic experiences using the i|xperience™ methodology, working in conjunction with Marketing; leads client by providing workable and creative solutions
• Consults with client to determine goals, needs, objectives, and expectations of the program
• Remains current and knowledgeable about the industry to provide the client with creative and compelling concepts
• Understands client/group idiosyncrasies and adapts Creative Group services, accordingly; in the case a client’s request does not fit in the company’s service offerings, consults with the Design & Innovations and/or the Account Executive
• Schedules and facilitates client planning and debrief meetings to evaluate program results
• Is accountable for successful program outcome

Program Operations

• Collaborates with appropriate team members in internal kick-off, following program turnover from pre-sales to operations
• Executes overall strategy and choreography of meetings and events
• Leads clients and other team members on operational site inspections
• Negotiates and manages supplier contracts, including deposits, attrition, concessions, guarantees, room blocks, and master accounts in conjunction with internal team members
• Manages and works with hotel and supplier staff to exceed customer expectations. Provides best pricing, options, and program objectives. Maintains logistical accountability of meetings. Acts as liaison between customer, hotel, and all suppliers
• Creates and communicates all program specifications and program details and approve event orders
• Oversees design, marketing concepts and promotional campaigns, copywriting, and budget specific to the program in conjunction with the Project Manager
• Sends appropriate post-program correspondence to all stakeholders

Financial Management And Insights

• Manages client budget with a focus for client cost savings while maximizing revenue opportunities
• Understands and monitors estimated labor hours for team to maximize profit
• Manages cost-savings, reconciliation, and invoicing

Leadership

• Be a sought-after partner, by building trust with clients, internal team, and external partners
• Provides confident leadership for the client, planning team, and company through all actions and to be able to successfully execute programs
• Establishes, communicates, and monitors all timelines and budget parameters
• Mentors Project Managers on an ongoing basis
• Works with all internal departments (as applicable per program) for the successful execution of the program, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance
• Is responsible for on-site program execution and direction of travel staff. Implements contingency plans as needed Troubleshoots and solves onsite problems seamlessly
• Is responsible for identifying and sharing best practices and process improvements company-wide
• Gathers, shares, and applies learnings for continuous process improvement
• Can adapt and work successfully with any client, partner, and program
• Seek feedback, absorb, and act in the spirit of continuous personal development

Minimum Requirements/Qualifications

Perform other duties as assigned.

• Bachelor's Degree in Business, Hospitality, Event Planning or a combination of education and work and experience is required
• Minimum of 4 years of experience in the Hospitality and/or group/individual performance industry, with at least 3 years of meeting planning experience
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
• Certification in Meeting Planner (CMP) is a plus

Working Conditions

• Ability and willingness to work extended workdays and possible weekends
• Accessible during acceptable working hours identified per project/program
• Travel may be required to oversee projects through execution
• Frequent use of a computer and other office equipment
• Ability to lift 20 lbs.
• Frequent sitting, standing, and walking
• Ability to adhere to hybrid office policy

Your Benefits Onboard

In addition to Medical, Dental, and Vision benefits, Direct Travel/ATPI offers a Total Rewards Package including Retirement Plans, Wellness, Recognition, Sustainability, DE&I, and Mental Health support.

Our Brand Voyage:

About Direct Travel and Creative Group

A subsidiary of Direct Travel, Creative Group designs global programs and experiences that reward excellence and inspire people to reachtheir full potential – we call it Thrivability. Creative Group is a full-service performance improvement companyspecializing in meetings and events, group incentive travel, employee engagement and recognition, salesincentives and channel loyalty programs. Creative Group serves a client roster of Fortune 500 companies in abroadrangeof industries.

Embark on the next step in your career journey with Direct Travel!

Direct Travel/ATPI is one of the fastest‑growing TMCs in the world. By leveraging both the expertise of its people and innovative technology solutions, Direct Travel/ATPI enables clients to derive the greatest value from their travel program in terms of superior service, progressive technologies, and significant cost savings. Direct Travel/ATPI has offices globally and is currently ranked among the top providers on Travel Weekly’s Power List. For more information, visit https://www.dt.com/about-us/careers/.

Direct Travel/ATPI is an EOE/AA/Veteran/People with Disabilities employer.