Event Specialist
Fullsight, Warrendale, PA, United States
SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges. Join us and create a higher standard for a better world.
The Events Specialist, at PRI plays a lead role in hotel sourcing and conference logistics. As part of PRI's Events team, the Specialist is responsible for hotel RFPS, proposals, negotiations, and contracting. Candidates should have a good understanding of building hotel RFPs, presenting proposals, hotel contracting, and Passkey room block management. The Events Specialist will be in charge of the conference logistics related to pre-conference planning including but not limited to attendee and exhibitor packages, registration management, reporting, and troubleshooting, as well as post-conference reporting and revenue reconciliation. This role is also responsible for improving the “Event” experience by identifying and implementing best practices and systems and partnering with the PRI IT team to build API's and updates as needed.
Essential Functions
Hotel and venue sourcing for all PRI divisions to include Cvent RFP submissions and reporting, recap proposals with Manager, Events, Travel & Program Administration, negotiate best pricing and concessions, build contracts using standard template, work with hotels and Fullsight Procurement for finalization and signatures, and negotiate and prepare contract addendums. (25%)
Manage hotel room blocks either through Passkey or with direct links. Set-up each hotel on platform with contracted rates and requirements, build parameters to ensure minimums are met, pull weekly reports, monitor pickup and make adjustments as needed. Conduct hotel pick up audits and create final event reports. (20%)
Manage pre-event logistics for PRI Events, including but not limited to registration, travel, food & beverage requirements, venue management, audio visual requirements, payment of deposits, shipping, etc. Build all required packages in the selected registration platforms (Cvent, in-house systems, etc.). Test all links, codes, rates and confirmations prior to launch. Proactively manage registration timelines to ensure launch dates are met. Prepare and send weekly registration reports prior to events and nightly reports on-site. Data management and collection and implementation of data privacy and security. (40%)
Manage onsite logistics and registration. Create on-site staff schedules. Train and oversee staff on-site including urgent no show and replacement requests. Prepare RFP for all on-site equipment and utility requirements. Work with Manager, Events, Travel & Program Administration to ensure all items are ordered, space layouts are correct, and budget requirements are met. (10%)
Process travel authorizations for PRI Staff, Auditors, and Subscribers as necessary (5%)
Minimum Requirements
Bachelor's degree in business or related field.
3 years' experience in conference management role with an association or corporation
3 years' experience managing 3rd party registration system integrations (Cvent and/or similar), Cvent event management system, hotel sourcing, and registration software (or 1 year + Cvent (or similar) certification)
Experience sourcing, negotiating, and contracting hotels and venues
Experience building/managing room blocks in Passkey (Cvent certification for housing management may be accepted in lieu of experience)
Experience with Microsoft Office Suite - intermediate-advanced level
Understanding of event budgeting, forecasting and reporting
Strong negotiation skills
Data collection and data management skills
General awareness of data privacy regulations
Builds and maintains strong vendor relationships
Excellent communication skills
Highly organized and efficient
Results and solutions oriented
Flexible, positive, and willing attitude
Takes initiative and makes recommendations for process improvements
Team player who displays respect and integrity
Ability to quickly learn new systems and processes
Takes ownership and pride in work
Remains calm and professional under pressure
Preferred Qualifications
Certified Meeting Professional Designation preferred but not required
Working Conditions And Physical Requirements
Ability to travel 20% of the time.
May be required to lift 25lbs
Ability to read/review documents.
Ability to balance the long-term ("big picture") and short-term implications of individual decisions
Ability to analyze multiple options and apply best solutions to business problems
Ability to maintain confidentiality of information
Ability to work for long periods at a computer/desk.
Standard office environment.
About The Organization SAE Industry Technologies Consortia® (SAE ITC) enables organizations to define and pilot best practices. SAE ITC industry stakeholders are able to work together to effectively solve common problems, achieve mutual benefit for industry, and create business value.
The Performance Review Institute® (PRI) is the world leader in facilitating collaborative supply chain oversight programs, quality management systems approvals, and professional development in industries where safety and quality are shared values.
SAE International® (SAEI) is a global organization serving the mobility sector, predominantly in the aerospace, automotive and commercial-vehicle industries, fostering innovation, and enabling engineering professionals. Since 1905, SAE has harnessed the collective wisdom of engineers around the world to create industry-enabling standards. Likewise, SAE members have advanced their knowledge and understanding of mobility engineering through our information resources, professional development, and networking.
Fullsight is
#J-18808-Ljbffr
The Events Specialist, at PRI plays a lead role in hotel sourcing and conference logistics. As part of PRI's Events team, the Specialist is responsible for hotel RFPS, proposals, negotiations, and contracting. Candidates should have a good understanding of building hotel RFPs, presenting proposals, hotel contracting, and Passkey room block management. The Events Specialist will be in charge of the conference logistics related to pre-conference planning including but not limited to attendee and exhibitor packages, registration management, reporting, and troubleshooting, as well as post-conference reporting and revenue reconciliation. This role is also responsible for improving the “Event” experience by identifying and implementing best practices and systems and partnering with the PRI IT team to build API's and updates as needed.
Essential Functions
Hotel and venue sourcing for all PRI divisions to include Cvent RFP submissions and reporting, recap proposals with Manager, Events, Travel & Program Administration, negotiate best pricing and concessions, build contracts using standard template, work with hotels and Fullsight Procurement for finalization and signatures, and negotiate and prepare contract addendums. (25%)
Manage hotel room blocks either through Passkey or with direct links. Set-up each hotel on platform with contracted rates and requirements, build parameters to ensure minimums are met, pull weekly reports, monitor pickup and make adjustments as needed. Conduct hotel pick up audits and create final event reports. (20%)
Manage pre-event logistics for PRI Events, including but not limited to registration, travel, food & beverage requirements, venue management, audio visual requirements, payment of deposits, shipping, etc. Build all required packages in the selected registration platforms (Cvent, in-house systems, etc.). Test all links, codes, rates and confirmations prior to launch. Proactively manage registration timelines to ensure launch dates are met. Prepare and send weekly registration reports prior to events and nightly reports on-site. Data management and collection and implementation of data privacy and security. (40%)
Manage onsite logistics and registration. Create on-site staff schedules. Train and oversee staff on-site including urgent no show and replacement requests. Prepare RFP for all on-site equipment and utility requirements. Work with Manager, Events, Travel & Program Administration to ensure all items are ordered, space layouts are correct, and budget requirements are met. (10%)
Process travel authorizations for PRI Staff, Auditors, and Subscribers as necessary (5%)
Minimum Requirements
Bachelor's degree in business or related field.
3 years' experience in conference management role with an association or corporation
3 years' experience managing 3rd party registration system integrations (Cvent and/or similar), Cvent event management system, hotel sourcing, and registration software (or 1 year + Cvent (or similar) certification)
Experience sourcing, negotiating, and contracting hotels and venues
Experience building/managing room blocks in Passkey (Cvent certification for housing management may be accepted in lieu of experience)
Experience with Microsoft Office Suite - intermediate-advanced level
Understanding of event budgeting, forecasting and reporting
Strong negotiation skills
Data collection and data management skills
General awareness of data privacy regulations
Builds and maintains strong vendor relationships
Excellent communication skills
Highly organized and efficient
Results and solutions oriented
Flexible, positive, and willing attitude
Takes initiative and makes recommendations for process improvements
Team player who displays respect and integrity
Ability to quickly learn new systems and processes
Takes ownership and pride in work
Remains calm and professional under pressure
Preferred Qualifications
Certified Meeting Professional Designation preferred but not required
Working Conditions And Physical Requirements
Ability to travel 20% of the time.
May be required to lift 25lbs
Ability to read/review documents.
Ability to balance the long-term ("big picture") and short-term implications of individual decisions
Ability to analyze multiple options and apply best solutions to business problems
Ability to maintain confidentiality of information
Ability to work for long periods at a computer/desk.
Standard office environment.
About The Organization SAE Industry Technologies Consortia® (SAE ITC) enables organizations to define and pilot best practices. SAE ITC industry stakeholders are able to work together to effectively solve common problems, achieve mutual benefit for industry, and create business value.
The Performance Review Institute® (PRI) is the world leader in facilitating collaborative supply chain oversight programs, quality management systems approvals, and professional development in industries where safety and quality are shared values.
SAE International® (SAEI) is a global organization serving the mobility sector, predominantly in the aerospace, automotive and commercial-vehicle industries, fostering innovation, and enabling engineering professionals. Since 1905, SAE has harnessed the collective wisdom of engineers around the world to create industry-enabling standards. Likewise, SAE members have advanced their knowledge and understanding of mobility engineering through our information resources, professional development, and networking.
Fullsight is
#J-18808-Ljbffr