American Advertising Federation of Des Moines

Senior Agency Event Manager

Company: Freeman

Full time
Posted: 04/14/2022
Deadline: 05/20/2022
Des Moines, IA


About Us

Freeman is the global leader in events. Whether virtual, in-person, or hybrid, we are on a mission to redefine live for a new era. With a data-driven approach and the world's largest network of experts, our insights are shaping exhibitions, exhibits, and events that drive audiences to action. Our integrated full-service solutions leverage a 100-year legacy in event management as well as new technologies to deliver moments that matter.


The Registration & Housing, Sr. Manager works on the development, implementation, and execution of Freeman Agency Event Production registration & housing programs. This position proactively manages project items, and regularly communicates with clients, project team members (e.g., Account Directors, Finance, Project Leads, etc.), other Freeman divisions, vendors and venue contacts.

Essential Duties & Responsibilities

Point of contact for client inquiries regarding registration and housing under the oversight of the Director of Registration. Contributes to providing specialized end to end conference and event registration and housing strategy, planning and execution of corporate client events, trade shows, exhibits, special and ancillary events and experiential activations. Works cross-functionally with teams (sales, strategy, creative, digital, operations, production, AV and expo) to lead and/or manage multiple workstreams for corporate event programs including, but not limited to virtual events, trade shows, conferences, special events and ancillary events and experiential activations. Project scope responsibilities include: the development, build and management of custom databases, the creation of detailed event project plans, workflows and timelines for each site, ensuring the creation and distribution of team call agendas and notes, documentation of project areas, onsite staffing management, materials distribution, onsite credentialing, housing inventory management, data quality control, and overall reporting.

Implements departmental processes, while being proactive and effective in this area, and seen as subject matter-expert in their area of focus. Owns and drives improvement upon area of focus processes in conjunction with Registration and Housing Directors. Effectively manages relationships with clients and vendors. Advises client Account Manager and Registration Director of any potential causes of concern. Regularly uses advanced Excel formulas, and can create, edit, and present upon reports to client team.

Willingness to familiarize themselves with client-specific systems and processes as needed. Understands all areas of registration (finance, housing, and web) at a high-level and can speak intelligently to clients on these areas. Advise clients as to registration best practices, processes and procedures to maximize the build and management of the registration website. Assist with customer service on both assigned and additional registration accounts as needed. Creates post-event debriefs and can propose opportunities for change and improvement to internal stakeholders. Review client-requested communications for CTA accuracy. Management of contracted hotel inventory for conference or event. Create sub-block plans to ensure adequate inventory is protected for various attendee groups if required; Employees, Press/Analyst, Speakers, Exhibitors, Staff, etc.

Monitor hotel pick-up on a weekly basis and propose inventory adjustments, as required. Provide weekly hotel reporting to client and assess attrition risk. Support the hotel cut-off process and facilitate the distribution of confirmation numbers to attendees. Coordinate setup/people flow as well as needs and supplies for registration area. Including, but not limited to ordering, and packing/shipping. Monitors Registration and Housing hours use against budget allocation. Advises Account Manager of hours needed to complete tasks not in original budget scope for client to review and approve. Ensures flawless execution, quality of service and timely delivery of all necessary components for each event. Participates in RFP process for new business and existing clients.


Education & Experience

Previous agency experience required. Prior experience organizing and managing multiple priorities simultaneously in a fast-paced agency environment. Bachelor’s degree or equivalent combination of education and experience. Advanced experience with Cvent and housing platforms (such as Passkey and MeetingMax) required. A minimum of 5 years of experience in event and registration/housing management and event build. Previous experience in registration operation and program support (attendee/housing management, call center support, reporting and complex onsite plans). Experience managing programs with 1,500+ attendees. Experience in managing account teams and clients, vendors, equipment, timelines and budgets. Experience in sourcing and managing all aspects of registration and housing events including but not limited to badge stock/lanyards, onsite equipment, and temp staffing for both US and international vendors.

Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events and/or troubleshoot remotely. Advanced user of Microsoft Office (Word, Excel and PowerPoint) and Google Drive required. Box experience a plus.

Certificates, Licenses, Registrations Cvent Event Management Certifications required and housing platforms (such as Passkey and MeetingMax) preferred.

Travel Requirements

Travel 25% to 50%

Diversity Commitment

At Freeman, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.

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