Position Overview:

The Event Manager is the liaison between the show manager/client and all building operations staff and contractors. After the contract is signed for an event, the Event Manager works directly with the client to provide any needs from the facility. In addition, the Event Manager makes certain that all building policies and procedures are followed in preparing for and implementing the event. When the event is in the building, the Event Manager runs the show, making certain that the client’s needs are met and any building or safety issues are addressed immediately. The Event Manager is the PBCCC staff member with whom the client will have the most contact before, during and after the event; and it is imperative that service is a priority with the position. It is important that the Event Manager can anticipate potential problems and in all cases, be solution oriented so that the client can achieve the most important result – a successful show. The Event Manager is the first and last staff member the client sees during the event; and the quality of service a client receives is the best sales tool for a return visit.

Reports To: Director of Events Services

Supervises: Direct – none / Indirect – all building operational staff during event activity

Job Functions:

• Meet with facility clients prior to events and assist in determining event needs; schedule related staff; provide information and direction to operations and support staff including audio/visual, telecommunications, set-up, housekeeping, maintenance, security and parking personnel.
• Prepare diagrams, instructions, set-up requirements and supporting documentation for each event and distribute to appropriate staff; communicate changes before and during events.
• Inform local entities of event schedule and necessary services (i.e.; police, fire department, medical personnel).
• Prepare written cost estimates to clients based on potential operational costs during the course of the event; coordinate and settle event financials.
• Serve as a facility representative at assigned events by enforcing facility policies and procedures; identify and resolve event problems and public complaints.
• Identify and resolve event related concerns.
• Attend various weekly scheduled building meetings
• Perform related duties and responsibilities as required.
• Extensive weekend, evening, and holiday work required.

Qualifications:

• Minimum of four years of increasingly responsible experience in Event Management.
• Bachelor’s degree from an accredited college or university with major course works in Event management, event planning, marketing, business administration, hospitality management or a related field.
• Proficient in use of Microsoft applications Word & Excel
• History working in CC Breeze and Meeting Matrix a plus

EOE/ DFWP
 

Entity: Global Spectrum-Palm Beach County Convention Center

Location: West Palm Beach, FL

Reports to: Director of Sales and Marketing

Summary:
Works under supervision of the Director of Sales and Marketing to initiate contact with promoters, sponsors, or potential sponsors. Makes every attempt to enhance the image of the facility and to promote goodwill in the community through use of media releases and promotions.

Job Functions:

• Communicates regularly with the Director of Sales and Marketing to discuss new ideas to promote the facility
• Utilizes the abilities of other managers and supervisors to assist with audience development projects
• Initiates written and oral communications internally and externally as deemed necessary
• Establishes personal relationships with key personnel of the media, including newspapers, magazines, television and radio
• Creates and publishes a monthly Convention Center newsletter and calendar of events
• Creates news releases and feature stories about the facility and special events to be sent to the media
• Provides early notification of groups and other desired patrons; starts group mailing list
• Determines target market for each show and chooses proper media to reach them
• Sets advertising timeline and gathers bills for settlement
• Writes and produces print ads and direct mail pieces, obtaining mailing lists.
• Oversees production of program booklet, promoter’s guide, or other helpful documents in promoting the facility
• Produces any additional brochures (i.e. flyers, post cards, etc.)
• Coordinates design and layout of ads to be used in national and local publications to publicize the facility and/or special events
• Coordinates advertising to support the events calendar, ticket envelopes and ticket backs
• Cultivates and maintains a large multi-cultural mailing list for calendar distribution and group sales
• Keeps the Audience Development Standard Operating Procedure Manual updated and relevant to the department
• Allocates marketing budget between direct mail, newspaper, radio, television and promotion expenses
• Attends internal meetings and represents the facility at external meetings as deemed necessary
• Maintains a filing system with updated ad rates for TV and printed publications, all ads, project lists, a morgue of local and national magazines, etc
• Prepares and makes public presentations as deemed necessary by the Director of Sales and Marketing and/or General Manager
• Prepares monthly reports as required
• Prepares weekly reports to Global Spectrum management
• Submits quarterly news/reports to The Globe
• Coordinates Sponsorships and sale of advertising flat panel TV’s and Plasma Screens
• Coordinates photographic needs for routine, as well as special event, documentation and promotional purposes
• Coordinates corporate sponsorships in support of special events
• Responsible for attaining memorabilia from VIP’s who attend events at the facility
• Responsible for producing Annual Report
• All other duties as assigned by Director of Sales and Marketing

Special Knowledge, Skills & Abilities:

• Excellent communication skills, both written and orally
• Ability to establish and maintain effective working relationships with advertisers, users, employees, and the general public
• Ability to plan, organizes, and implements advertising, promotion, and publicity programs
• Strong knowledge and proficiency in Windows and Microsoft Office programs
• Strong creative and innovative thinking skills
• Ability to generate new and creative ideas to attract new events and to promote events when booked
• Ability to project and recognize potential problems and implement corrective action
• Ability to prepare effective reports
• Ability to work long, irregular hours as dictated by programming

Preferred Qualifications:

• Bachelor’s degree in marketing, public relations, mass communications, journalism or related field from an accredited college/university
• Minimum of three years of increasingly responsible experience in a marketing/public relations capacity, preferably in a special events facility or related environment
• Demonstrated ability to develop corporate sponsorships for events, marketing efforts or related activities
• Combined education/experience may be evaluated to meet minimum requirements
   

EOE, DFWP

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