Virtuoso Ltd
  • 01-Oct-2021 to Until Filled (PST)
  • Fort Worth, TX, USA
  • Full Time

Virtuoso is the leading global travel agency network specializing in luxury and experiential travel. We bring together 20,000 of the world's most sought-after travel advisors and more than 2,000 elite travel companies, from five-star hotel groups and renowned cruise lines to boutique properties and high-end adventure travel outfitters around the world. Whether in the pages of Virtuoso Life magazine, on Virtuoso.com, in e-mail newsletters, or across social media, our goal is to inspire people to travel Virtuoso-style, with the help of a Virtuoso travel advisor and Virtuoso-preferred partners.


Position Summary: Manage all aspects of global events for both in-person and digital event experiences. Ability to manage physical event planning tasks including sourcing venues, negotiating contracts, managing pre-event planning tasks (housing, ground transportation, attendee management, food & beverage, audio-visual), leading team meetings, collaborating on event communications, executing events onsite and billing reconciliation while also exhibiting flexibility necessary to produce digital events. Ability to transition between multiple event platforms and event formats, depending on the objective of the event. Work with Vice President to create training and onboarding programs for new employees. Responsible for training new hires on event management system, various technology platforms, credits tool, and processes involved in the planner role.


Primary Duties & Responsibilities include the following. Other duties may be assigned.

  1. Partner with cross-functional teams to communicate details, complete registrations in EMS, virtual event platform, and/or Zoom, build credits in EMS, schedule all necessary team meetings, tech office hours, Zoom calls, for digital events.
  2. Responsible for scheduling and communicating logistical details of assigned meetings and events with internal departments such as IT, Marketing, Member and Partner Relations, Finance, Service Center, and Event Operations Staff assigned to support the event, for internal weekly meetings, kick-off meetings, pre-cons, debriefs, and final financials.
  3. Gathers all necessary details to build online registration sites for all events with specific functionality (Request to Attend, Open Registration, Close Registration, Dietary Restrictions, Regions permitted to attend, Custom questions, etc.).
  4. Responsible for attendee management of all assigned events using registration systems (EMS, virtual event platform, Zoom) working with teams across the organization to meet forecasted attendance of Advisors and Preferred Partners, collecting all necessary details related to event attendance, hotel accommodations/preferences, airport transfers, billing/invoicing, roommates/guests in attendance, dietary restrictions, badge updates, community memberships, room amenity needs, and personal agendas for events.
  5. Working with attendee ratios of Advisors to Preferred Partners and event agenda, design networking appointment schedules for each meeting attendee to post/email to participant in preparation for the event.
  6. Act as producer or co-producer of digital events (depending on assignments), managing flow of event, virtual breakout rooms, virtual waiting room, virtual general session room, and virtual staff office, sending Tech Support Staff to assist participants with audio/video, behind-the-scenes for seamless flow of digital events.
  7. Research hotel/venue options and successfully negotiate contracts, making strategic recommendations to internal stakeholders.
  8. Manage hotel room block, suite upgrades, while managing attrition clauses and managing deposit payment schedules.
  9. Experience with creative menu planning and wine selections with sustainability in mind, while ensuring accurate food guarantees to balance both attendee needs and operational event budgets.
  10. Ability to work directly with hotels/venues for room set-up and audio-visual needs, to accomplish the goals for each meeting.
  11. Manage all onsite logistics and assigned staff, allocating resources accordingly and being mindful of non-exempt employee schedules, meal breaks, and tasks to accomplish throughout the pre-event and event days.
  12. Liaise with ground provider, onsite vendor and/or tourism boards when applicable, to ensure competitive rates, accurate airport transfers, efficient and organized transportation between hotels and offsite venues.
  13. Create, present for review, and manage event budgets for all assigned meetings and events.
  14. Partner with Marketing and external vendors to develop, proof, ship/receive all necessary marketing collateral for events (posters, banners, event magazines, badges, registration desk design, notepads, pens, bags, etc.).
  15. Train new hires in event management system, technology platforms, credits tool and processes involved in the planner role.

Requirements

  • Bachelor's degree
  • Certified Meeting Professional
  • 7-10 years of event management experience in hospitality sector (hotel, convention center, destination management company), technology, pharmaceutical or retail industries.
  • Experience producing digital events on various platforms.
  • Ability to lead experienced peers and entry-level team members.

Skills, Abilities, Experience

  • Work history to reflect the use of excellent negotiating skills including complex contract negotiations.
  • Must have the ability to work independently as well as thrive in a team environment.
  • Excellent attention to detail, have superior organization skills, able to perform tasks under pressure and work in a fast-paced environment.
  • Demonstrated ability to understand and improve processes and workflow.
  • Proficiency in MS Office, Word, Excel, Teams and PowerPoint.
  • Experience traveling domestically and internationally with knowledge of world cultures.
  • Ability to lead experienced and entry-level event professionals with confidence.
  • Maintain calm during stressful situations, making the best decision based on the information available at the time (weather calls, flight delays, limited resources, illness, etc.).
  • Highly organized with ability to multi-task.
  • Flexible as each day is different, policies and processes can change.
  • Demonstrated written and verbal communication skills.
  • Forward thinking, curious, and creative.
  • Aware of current marketplace trends.
  • Able to collect and analyze information, problem solve, and make decisions.
  • Strong collaboration skills in inspiring the win-win-win.

Travel Requirements

  • Travel is required, up to 35% of the time.
  • Travel will be primarily domestic but may frequently include international.

Type & Nature of Contacts

  • Internal: Key job contacts are primarily with clerical personnel, as well as managers and director level staff outside of the job's immediate work unit/department.
  • External: Daily contact with hotel personnel, ground providers, d├ęcor/florist companies, entertainment and speakers, attendees (advisors, owner/managers, partners from administrative to C-Suite).

Physical/Mental Demands

  • Must be flexible with hours and available to work weekends and holidays as necessary especially during peak conference season.
  • For in-person events, this position may carry boxes from staff office to registration desk, weighing up to 50 pounds. Enlisting help of bellman is an option but also requires gratuity.
  • Digital events are scheduled between 90 minutes to 4.5 hours, requiring long periods of sitting in place and irregular breaks.
  • Due to fluidity of the current situation across the globe, there can be unpredictable deadlines or demands for work product, requiring a lot of flexibility of the employee and leading to irregular work hours.
  • During times of in-person events, the employee could be "on the road" traveling to events 2-3 times per month during conference season.

We offer a competitive salary and full benefits package, including medical/dental/vision/life, a company matched 401(k) savings plan, and more. Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.

Virtuoso Ltd
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