## Sr. Event Experience Manager (Incentive & Sales Meeting Experience Required) – Remote **Company:** Meetings & Incentives Worldwide --- The Sr. Event Experience Manager works closely with the client to understand program goals and objectives, delivering a return on investment throughout each aspect of the program. This role focuses on tactical operations, partnering with the operations team to provide optimal services to the account. The Sr. Event Experience Manager works effectively with internal support teams, external clients, and vendors, staying in compliance with corporate and/or pharmaceutical guidelines. ### What you will do here **Project Management** – Consultative approach for virtual, hybrid, or in‑person meetings. Manage multiple projects on tight timelines. Act as a mentor to associates new to the company or promoted to the Operations department. **Client, Financial, and Vendor Management** – Oversee all three areas (detailed below). **Marketing & Sales, Event Design, and Onsite Services** – Lead creative and logistical execution. --- ### Event Management - Follow all client‑mandated SOPs. - Serve as digital producer and/or tech support for your own events. - Work with Procurement to source and secure event space and guestrooms. - Understand, review, and monitor contract terms, space, and guest room blocks. - Source, secure, and manage all required suppliers (DMC/ground company, AV/production company, off‑site venues, etc.). - Manage profiles in event software (Cvent or client event software) for paid conferences and related complexities; keep event data and financial data accurate and up‑to‑date. - Create and manage the program agenda, event resume, event specification sheets, and client/internal timelines per company and client SOPs. - Maintain working knowledge of event software capabilities; guide clients on website development to produce reports that fulfill budget owner needs. - Understand registration and reporting expectations; collaborate with M&IW’s Attendee Registration Department on attendee communications, event reporting, and housing inquiries. - Guide internal and external teams through effective communication and organized plans. - Schedule and hold internal team meetings for each event (introductory kick‑off, pre‑con, post‑con). - Collaborate with M&IW’s Group Travel Department or client‑specified travel management company (TMC) for airline booking. - Work with M&IW’s mobile app team to create an app that meets the client’s event needs. - Act as liaison with designated vendors and the hotel/venue to support seamless execution. - Collaborate with M&IW’s FLOW division to secure gifts and giveaway items per client request, meeting SOPs for multiple bids. - Coordinate with Production to create and manage event agenda and show flow. - Review and execute BEOs. - Coordinate and schedule all required ground transportation using preferred vendors. - Create/distribute travel letters and departure notices. - Conceptualize creative theming for special events, entertainment, parties, décor, activities, gifts, and branding within the approved budget. - Coordinate speaker management: registration, logistics, collection of bios and session descriptions, presentation materials, Green Room needs and riders. - Secure and incorporate client products or requested items for display or banquet functions. - Plan and execute large, complex events. - Work with and guide client committee/planning team. - Mentor and guide junior‑level associates through the event planning process. - Provide world‑class events through quality, flexibility, service, and adaptability. --- ### Marketing, Sales, and Event Design Services - Work with M&IW’s FLOW division and client to create and write a marketing plan. - Brainstorm with FLOW division to suggest new ways to market and promote the event. - Use sales and marketing techniques to recruit sponsors and exhibitors for conference and tradeshow events. - Use sales and marketing techniques to grow attendance. - Assist the Sales Team by presenting at a sales pitch for new business. - Collaborate with the creative team to design promotional materials or distribution items for the event. - Research entertainment options (DJ, band, dancers, performers) to meet theme and budget. - Create décor and lighting presentations based on theme and budget, working with production companies. - Create and manage diagrams based on guest counts, entertainment, equipment, A/V, and lighting components. - Act as liaison between hotel/venue and all vendors to produce a seamless show. - Create production schedule; supervise deliveries, setups, and strikes of stage, A/V, lighting, décor, and equipment. - Manage logistics and riders for entertainment companies. - Create concepts for team‑building activities and for Corporate Social Responsibility and Sustainability opportunities. - Mentor and guide junior‑level associates through marketing, sales, and event design processes. --- ### Financial Management - Exhibit strategic M&IW cash flow management governance on all programs. - Fully understand client financial internal requirements and deadlines. - Create and manage budgets, including large/complex budgets. - Manage all event‑related payment requests and processing. - Perform full audit and reconciliation of hotel and other vendor invoices. - Create and manage cost‑savings worksheets. - Manage final invoice documentation. - Handle reconciliation including estimated and final invoice requirements. - Mentor and guide junior‑level associates through budget and final reconciliation. --- ### Vendor Management - Source, secure, and manage all required suppliers to obtain the best services at the most effective pricing. - Negotiate cost savings and manage payment/reconciliation process. - Clearly and effectively communicate each vendor’s goals, objectives, requirements, and specifications. - Work with production vendors on creative development through event execution. - Manage creative team/vendor to stay on budget and schedule for pre‑event reminders, teasers, and email blasts. - Mentor and guide junior‑level associates through vendor management. --- ### Onsite Services - Provide strong leadership and communication to the onsite team, all vendors, and lead events for successful results. - Manage and lead all pre‑con and post‑con meetings internally at M&IW and with applicable vendors and clients. - Create and manage an Onsite Execution Plan for all staff. - Host daily staff meetings to keep staff updated. - Be a true leader onsite for the internal team, client, and attendees. - Create and manage an Onsite Emergency Preparedness Plan. - Mentor and guide junior‑level associates in world‑class onsite services. --- ### Life Sciences Clients Only - Understand policies and issues pertaining to events with HCPs in attendance. - Knowledge of HCP payments: Fee for service (FFS), honoraria, and expense reimbursement (NEER). - Partner with M&IW’s HCP compliance and reporting specialists to meet client Service Level Agreements. ### Conference & Tradeshow Specialty Only - Build a prospectus for each tradeshow, ensuring all possible sponsorship and exhibitor options are offered. - Ensure the registration website includes the full menu of options from the prospectus. - Manage sponsorship sales for conferences and tradeshows. - Manage sales of exhibits; work with exhibitors on specific booth requirements. - Manage tradeshow exhibit floor design and layout. - Manage communication plans for all exhibitors and sponsors. - Work with the client to ensure sponsor and exhibitor payments are processed in advance. - Ensure pre‑event marketing communications for sponsors are executed in a timely manner. - Manage communications and specs with show services vendors (registration desk, carpet, electricity, trash, food and beverage, etc.). - Manage onsite setup, layout, and execution of all booth space. - Manage onsite visibility of all paid sponsor services and collateral. - Mentor and guide junior‑level associates on conferences and tradeshows. ### Incentive Services Specialty Only - Collaborate with the Incentives & Engagement department to align with internal processes and procedures. - Work with the FLOW division to develop and secure guest and children’s programs, gifts and amenity items, and pre‑trip mailers. - In coordination with FLOW, design and incorporate event graphics throughout print materials and event design. - Coordinate delivery of room amenities and gifts according to client preferences. - Work with a DMC and your own knowledge to create memorable onsite functions that add value to the client’s vision. - Plan and execute site inspections; create site inspection templates and client booklets. - Stay informed about new and upcoming incentive properties and all‑inclusive resorts. - Mentor and guide junior‑level associates on incentive services. --- ### Who you will work with - Reporting to the Manager or Director, Event Experience, Event Management Services - Internal team members from multiple departments - External clients and key stakeholders - Vendors and supplier‑partners --- ### What we expect Details of these areas are shared during interviews and monthly reviews: - Cultural Excellence - Role Level Function - Emotional Intelligence --- ### What you will bring - College degree or equivalent experience - Minimum 7+ years of experience in the meetings industry, specifically in operations and specialty area(s) if applicable - Knowledge of virtual and hybrid event options - Ability to travel on‑site approximately 35% both domestically and internationally - Proven excellent oral and written communication skills in both internal and client‑facing environments - Demonstrated track record of successfully managing large, complex projects simultaneously - Ability to deliver creative outputs on a constricted timeline while maximizing available resources - Experience working in a virtual office environment – a plus - Proficient in Microsoft Office (Outlook, Excel, OneNote, Word, PowerPoint) - Experience with database management programs (Cvent preferred) **Life Sciences specialty only** – Minimum 5+ years of experience in Life Sciences programs, sales, and/or clinical program management **Conference & Tradeshow specialty only** – Minimum 5+ years of experience in Meeting/Conference Planning or Exhibit/Tradeshow Management **Incentive Services specialty only** – Minimum 5+ years of experience in Incentive program management --- ### What we provide - Competitive salary - Health, Dental, Vision, and Life Insurance options - 401K plan - Paid holidays - Accrued personal time off for vacation and sick leave - Laptop, additional monitor, and mobile phone - Global Giveback program for volunteer service - Remote office / work from home, or option to work in our corporate headquarters near Milwaukee --- ### Who we are M&IW is a global event management firm specializing in virtual, hybrid, and in‑person experiences of all shapes and sizes, as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third‑generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil. M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. Those services include Event Management and Design, Event Sourcing, Attendee Registration and Reporting, Event Technology and Production, Creative Services, Event Marketing and Communications, Gifting and Engagement Strategies, Incentive and Recognition Solutions, Group Air Travel, On‑Site Execution and Staffing, and Event Analytics. Our consulting and enterprise services include Technology Implementation and Administration, Meeting Policy, Process and Optimization, Third‑party Governance, Executive Dashboards and Analytics, and Sustainability Best Practices and Tracking. **Global Headquarters:** 10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 Phone: +1 262-835-3553 [ M&IW associates are located throughout the US, UK, Latin America, and Asia Pacific regions. --- _This job was found on [bandana.com](