Project Manager for Meetings & Incentives

Project Manager for Meetings & Incentives 

Event Connections Group (ECG) is a high-end boutique events agency located in the Baltimore-Washington metropolitan area, which specializes in aligning their clients to the most appropriate resources for high-touch, results-focused events. ECG specializes in travel incentive programs, customer events, sales and business meetings and high profile donor events. 

ECG is currently looking for an experienced Project Manager with a proven ability to develop and deliver on executing meetings and travel incentive programs. This position requires an individual with a combination of strong interpersonal and oral communication skills (verbal and written communications), technology savviness, a high attention to detail, ability to prioritize, super organized and an ability to work collaboratively in a team-focused environment. Must be able to work in a fast-paced setting and possess high levels of creativity and energy. In addition, must have the ability to switch between meetings and associated assigned responsibilities. This position reports to the VP of Operations. 

Key Responsibilities: 

Project Management 

• Work on multiple projects simultaneously managing all event logistics including: Budget and timeline management 
• Site and supplier research 
• Contract negotiation 
• Program development 
• Housing management 
• Travel logistics 
• Work independently and among teams 
• Manage vendor relationships and deliverables to include: Hotel rooming lists, room blocks, banquet event orders and catering functions, in room deliveries, arrival and departure procedures, audio-visual requirements, registration/hospitality setup, spa and other onsite activities, pre-con meetings. 
• DMC: ground transportation, offsite activities, décor and entertainment, local staff and guides 
• Gifting: room gift/giveaway orders and international shipping, where applicable 
• Printing and Creative: design, signage and collateral production 
• Air Travel: liaise with travel agency to secure flight manifests booked by agency 
• Develop and drive agendas for team calls, meetings and site inspection(s) 
• Serve as primary liaison with hotel, DMC, and all other event partners/vendors 
• Determine onsite staffing plan with ECG VP Operations prior to onsite and manage assignment of onsite duties 
• Draft event specifications document for onsite event management 
• Coordinate event-related needs of VIP guests 
• Post-Program: Reconcile all vendor bills, and finalize event budget and actual expenditure 
• Participate in Event Debrief 

Attendee Registration:

Oversee and manage the following program related deliverables/services: 

• Development, deployment and management of event website and registration platform 
• Registration and data management to include: 
• Creating emails and communications 
• Oversee management of attendee inquiries 
• Using Change report to track registration changes with client 
• Hotel room block management & hotel room list management 
• Management of attendee extension requests with client, hotel and air partner 
• Air block management and air reservation support in liaison with air partner 
• Generating Arrival & Departure Manifests 
• Activity registration management: capacities, minimums and maximums 
• Provision of list and reports (registration, air, hotel, vendors, etc.) 
• Onsite registration preparations including materials, welcome packets, giveaways, seating charts, staff binders and name badges 
• Post-Program: Provision all final attendee registration reports, final air manifest, final activity manifests and reconcile associated vendor bills 

Qualifications (computer & communication skills): 

• Strong proficiency with Google Suite and Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint. 

• Experience with Event Management Software (Cvent/Swoogo platforms preferred). 

• Experience with Mobile Event App creation and promotion. 

• Excellent interpersonal, organizational, and communication skills are essential with a focus on the ability to work independently; the capacity to establish priorities, meet deadlines, and handle competing tasks in a fast-paced environment; and the ability to remain positive and productive in demanding situations. 

• Diligent work habits and continual attention to detail in composing, editing and proofing materials; advanced-level business writing skills; and sound judgement and professional discretion with information is required. 

• Team player with the ability to collaborate successfully with others, share ideas, and assist other team members on projects as needed. 

• Big picture thinker – ability to understand the “attendee” experience beginning with online registration through to the onsite experience. 

• Solution-oriented mindset with strong problem-solving skills. 

Education and/or Experience: 

• College degree is required 

• Minimum 5 years’ experience in meeting/event industry 

• CMP designation preferred 

• Incentive travel program experience preferred 

• Advanced knowledge of event and meeting planning, including logistical requirements, contract policies and procedures, room block management, food and beverage, meeting room set ups, air blocks/reservations, audio/visual, registration and web-conferencing platforms, transportation, and invoice reconciliation. 

Location: 

• In office work at our Severna Park, MD location is preferred but open to hybrid/remote. 

Travel Required: 

• Ability and willingness to travel up to 15% of time. 
• International Travel required. 
• During the onsite execution of meetings, early morning and evening hours as well as weekends may be required. During high volume planning periods, longer hours may be required. 

Applicant Notes: 

• Along with your complete resume, please send your salary requirements to [email protected]. 

Event Connections Group