Sound Investment AV Jobs (1)

JOB DESCRIPTION :

The Event Solutions Manager will work collaboratively with the Virtual Event Site team and our national healthcare client to organize and execute events for the organization, including in-person, hybrid and virtual events.

This position is a full-time role, employed by Sound Investment (SI, parent company of Virtual Event Site) and will report to the VP of User Experience at Virtual Event Site.

The role is dedicated to VES event projects for our national healthcare client. The Events Solutions Manager will be the single point of contact for the client’s Meetings & Events Department (M&E), and will manage and coordinate work with the Virtual Event Site (VES) team.

RESPONSIBILITIES :

• Manage virtual, hybrid and in-person event requirements
• Manage multiple events simultaneously
• Lead event team and customer meetings to understand the scope of each event, including the event type (virtual, hybrid, or in-person), audience, number of attendees, registration, location, badging, staffing needs, travel and hotel.
• Create platform build timelines for deliverables to support each event, after the kickoff call and key event details have been delivered to the VES team.
• Familiarize oneself with the M&E Department’s shared folder structure and event organization system
• Update M&E Department SmartSheets folders with applicable links and assets, including links to event URLs and live registration syncs
• Keep track of event deliverables and updates, and confirm on-time completion
• After the event kickoff has taken place, assist the M&E team with the creation of event kits, including : platform screenshots to outline the registration flow, registration and platform build timelines, attendee registration information required, and post-event analytics deliverables outline.
• Coordinate the delivery of attendee lists from the M&E department to the VES team for technical implementation and QA by the VES team.

Track updates to invitation lists and deliver to the VES team.

• Provide event updates to the M&E team, including but not limited to : event deliverable updates, attendee registration updates, and post-event reporting updates.
• Ensure event websites (created on the VES platform by the VES team) are tested prior to review by M&E.
• Provide feedback spreadsheet for VES platform build to the M&E team. Ensure completion of feedback items.
• Create event support inquiries worksheets with scripted answers for each event (can range from registration support, to questions about hotel reservations, to event specific questions).
• Assist the VES team with the requirements for and delivery of post-event surveys and survey reporting.
• Ensure the delivery of post-event analytics reports, add links to SmartSheet.

In-Person Event Specific Tasks :

• Must be available to travel for in-person events
• Assist with recommendations about the location of the check-in desk and the number of staff needed to support the event.
• Work with Sound Investment (SI, parent company of VES) in-house staffing and / or M&E department, DMC to source staff to work the event.
• Work with SI in-house staff and M&E department to coordinate staff travel, hotel accommodations and contact information sheets
• Coordinate with the VES and M&E team on badge ordering, delivery of materials for the event, and shipping to the on-site event location.
• Coordinate with SI event project manager and M&E about the location of VES materials on-site.
• Help facilitate pre-event team calls with sourced staff to outline the needs of the event and the registration team’s responsibilities.
• Have an understanding of the timing of attendee event communications (emails and text messages) and communicate the timing to those staffing the event.
• Have an understanding of session options, hotel reservations, meal options as defined by the M&E event planner.

DURING THE EVENT :

• Oversee staff’s arrival to the event and participation in on-site training, with the lead M&E event planner
• Check for internet connectivity at the event venue.
• Daily coordination and collaboration with the lead M&E event planner for solutions, updates and changes during the event
• Daily Quality Assurance check and Review QR code check in app with staff on-site.
• Send ad-hoc mass text messages to attendees as needed during the event to communicate event changes or updates.
• Oversee the set-up of badging materials, organizational supplies, computers, iPads, badge printer, lanyards and any signage or gift bags / event materials provided by the client.
• Oversee the check in of attendees with our QR code app, whether it be by scanning them in or manually looking up their names.
• Oversee the check in of breakout session attendees (if applicable) and the tech required for check in (may be app or paper based check ins).
• Report back to the VES team of any issues.

POST-EVENT :

• Oversee the post-event pack up of all badging and registration desk materials. Check the pelicans with the SIAV project manager to make sure they are aware of their location to return to the warehouse.
• Check in with SIAV warehouse to make sure all registration materials arrive back to the warehouse in good condition.
• Hold a post-event call with the VES and M&E team to report about the event and any learnings for future in-person events.
• Provide post event attendance reports to the M&E team.
• Assist the VES team with the delivery of post-event surveys and survey reporting.

SKILLS & EXPERIENCE :

Ideal candidates will have 3+ years experience in client-facing project management. Knowledge of virtual, hybrid or live event production is required.

The candidate must be able to work well in a team setting while being self-motivated, with strict adherence to deadlines.

The event solutions manager must maintain professional communication with external clients, management, and staff at all times.

• 3+ plus years of experience in client-facing project management
• Event technology experience
• Attention to detail and project requirements
• Highly motivated, able to work independently
• Ability to manage multiple projects simultaneously
• Excellent oral and written communication skills
• Flexible and willing to work outside of normal business hours as needed to support events
• Ability to travel nationally to manage in-person client events
• Strong proficiency with Google Suite Drive, Gmail, Sheets, Slides and Docs
• Strong spreadsheet skills including population, formulas, formatting and reporting
• Customer focus and approachable demeanor
• Excellent time management skills
• Quick and strategic problem solver

QUALIFICATIONS :

• Bachelor's or Associate's Degree preferred
• 3+ years experience in Project Management
• Experience with managing events preferred

COMPENSATION & BENEFITS

A comprehensive compensation package including salary, full benefits, and PTO will be offered.

LOCATION & INTERVIEW PROCESS

Virtual Event Site's headquarters are located in the West Loop in Chicago, IL, easily accessible from major highways and public transportation.

The Event Solutions Manager position is a remote role with travel requirements for in-person events.

ABOUT US

Virtual Event Site (VES) is an event tech stack platform that supports virtual and hybrid events in conjunction with our in-house broadcast and production services.

Virtual Event Site is part of an event technology family of brands that includes Sound Investment AV, Moonlight Studios Chicago, and Moonlight Studios NYC.

Sound Investment AV, the parent company of Virtual Event Site, has become one of the fastest-growing event solutions companies in the country.

Since 1998, we have grown from a small team of sound system designers to an award-winning event technology company with offices in New York, Chicago, Miami, Las Vegas, and Los Angeles.

www.virtualeventsite.com

www.soundinvestmentav.com

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