Strategic Event Sourcing & Contracting Manager

The Institutes; Malvern (Chester County); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

401(k) match

Generous time off

Maternity/Parental leave

Medical/Dental/Vision coverage

Free campus lunch

Onsite fitness center

Walking path

Job summary

The Institutes in Malvern, PA is seeking a Manager, Event Sourcing & Contracting to lead hotel and venue sourcing, RFPs, and contract management for Enterprise Events. You'll partner with meeting managers and business units to shape sourcing strategies and ensure cost efficiency.

The role requires strong negotiation, analytics, and organizational skills, with experience in hotel/venue sourcing, post-event reconciliation, and risk management.

Qualifications

• Bachelor’s degree or equivalent experience in event management, hospitality, business, or supply chain.
• CMP, CMM, or similar certification preferred.

Responsibilities

• Partner with meeting managers and business units to understand event requirements and develop sourcing strategies.
• Lead the RFP and sourcing process for event-related services, including venue selection, lodging, and key vendors, to ensure cost efficiency.
• Develop and maintain sourcing templates, tools, and processes that promote consistency and efficiency.
• Negotiate, review, and manage contracts with hotels, venues, and vendors, securing favorable terms with legal and other stakeholders.
• Negotiate key contractual terms, including rates, concessions, room blocks, food and beverage, cancellation terms, attrition, force majeure, liability, commissions, and rebates.
• Monitor hotel room blocks, pickup, reconciliation, and intervene as needed.
• Support planning with detailed event specifications (room configurations, F&B, A/V, signage).
• Re-engage with partners during planning and execution when changes to contracts are needed.
• Lead post-event contract closeout, final bill review, reconciliation of commissions/rebates, and dispute resolution.
• Manage calculation, tracking, and reconciliation of commissions, rebates, and other negotiated financial benefits.
• Coordinate event insurance requirements with stakeholders.
• Identify opportunities to optimize terms, commissions, rebates, and other benefits.
• Maintain centralized list of preferred vendors (production, registration, A/V, transportation).
• Maintain relationships with vendors to support pricing, service levels, and consistency.
• Leverage vendor networks to secure favorable pricing and service levels.
• Monitor vendor performance and address issues to meet SLAs.
• Maintain event-related inventory management with warehouse and operations teams.

Skills

Negotiation

Analytical thinking

Organizational skills

Problem solving

Education

Bachelor’s degree in event management, hospitality, business, supply chain, or equivalent experience

CMP/CMM certification preferred

Job description

The Institutes in Malvern, PA is seeking a Manager, Event Sourcing & Contracting to lead hotel and venue sourcing, RFPs, and contract management for Enterprise Events. You'll partner with meeting managers and business units to shape sourcing strategies and ensure cost efficiency.

The role requires strong negotiation, analytics, and organizational skills, with experience in hotel/venue sourcing, post-event reconciliation, and risk management.