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Special Event Manager - West Columbia, United States - Columbia Metropolitan Convention Center
3 days ago
Description
Position Summary:
Responsible for overseeing the booking, organization, and management of larger and more intricate specialized events, in addition to other client gatherings as assigned by the Events Director.
This involves detailed planning with clients before the event, on-site coordination during the event, and constant communication with internal staff, preferred service providers, and external contractors.
Accountable for generating bookings and event revenues.The Special Event Manager also aids the events department in various projects as directed by the Events Director.
Essential Functions/Responsibilities:
- Generate business for the convention center by hosting events with food service functions and special events.
- Establish sales leads with meeting planners from both new and existing accounts to identify potential events and fulfill requests for proposals.
- Respond to inquiries from CVBs, local hotels, and incoming calls, reserve space using booking software, and prepare proposals accordingly.
- Plan events within the center, including client tours, advising on necessary equipment and personnel, estimating expenses, and providing clients with essential information and forms to access services at the venue.
- Prepare the final settlement paperwork at the conclusion of events, review it with the client to secure the final payment before the event, and forward closing documents to accounting for the final invoice.
- Ensure all departments are informed of client requirements on-site by creating and distributing work orders and diagrams to internal departments and third-party vendors.
- Oversee the complete setup of each event as per the client's instructions and agreements, and manage client services during the events. Provide on-site event management (radio usage, client support, coverage).
- Conduct planning, personnel, and operational meetings to ensure seamless event execution and provide assistance in troubleshooting challenging situations, rapid turnovers, or unforeseen issues.
- Collaborate with Community and City Officials as necessary to coordinate street closures, parking arrangements, and transportation needs.
- Contribute to the introduction of new programs and the overall growth of the Events Department.
- Perform other duties as directed by the General Manager, Events Director, & Executive Staff.
- Work on Event-focused, Schedule-based shifts, assuming the Manager on Duty role when required.
Skills:
- Problem Solving – Identifies and resolves issues promptly; Collects and analyzes information effectively; explores alternative solutions; excels in group problem-solving.
- Customer Service – Demonstrates and establishes high standards for customer service.
- Change Management – Designs viable implementation plans; Communicates changes clearly; Fosters commitment and overcomes resistance; Prepares and supports those affected by change; Monitors the transition and assesses outcomes.
Education and Qualifications:
- Bachelor's degree in a related field and 3-5 years of progressively responsible event management experience.
- Strong interpersonal skills
- Excellent communication, teamwork, and project management abilities required.
- Demonstrated written and oral communication and presentation skills.
- Flexibility in Schedule & Availability to work evenings and weekends.
- Proficiency in computer skills – familiarity with programs related to the convention industry preferred.
- Self-directed and motivated team player with a positive attitude.
DISCLAIMER
This job overview outlines the general scope and expected workload for the role.
It is not intended to encompass a comprehensive list of activities, duties, or obligations demanded of the role.
Additional duties may be required, and the role's responsibilities could evolve.
