Hybrid Venue Sourcing Specialist

at SAE International

• Job title: Venue Sourcing Specialist
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Troy, United States

About the role

• Venue Sourcing and Convention Specialist organizing SAE Engineering Events. Responsible for logistics and venue sourcing for conventions and meetings in the mobility industry.

Responsibilities

• Manage logistical aspects of assigned conventions/ meetings/ events including pre-planning, on-site execution and post event wrap up.
• Accountable for carrying out tasks to improve event logistics and exceed attendee expectations;
• Manages AV, catering, space, and room setup logistics with vendors and team members for all event requirements.
• Collaborate with event management to make appropriate selection of venues to source, based on predetermined criteria.
• Negotiate terms and conditions while working closely with Procurement and Legal to ensure SAE’s best interests are being met.
• Make calculated recommendations for venues.
• Facilitate the contract and procurement process with the agreement.
• Develop events budget with Event Manager.
• Liaise with legal, finance, and procurement for contracting, payments, accruals, negotiations, cost reductions and/or credits with all vendors.
• Monitor Engineering Event’s room blocks and manage contractual obligations and concessions that apply to the room block.
• Work with event management to establish housing list for vendors, VIPs, speakers and staff.
• Provide reports and projections for housing for current year and future event.
• Manage VIP and Staff Rooming Lists and allocation of comp rooms, staff rate rooms, and suites as provided in the contract.
• Develop and manage relationships with national sales representatives for hotel brands, convention centers, and cities for the benefit of the Engineering Events Group and Fullsight.
• Assist with exhibitor and sponsor deliverables including but not limited to building exhibitor kits, email confirmations, monitoring registrations, and pulling reports for distribution.

Requirements

• 6 years experience venue sourcing and event planning
• Bachelor’s Degree (Business, hospitality, or related field)
• Understanding of event budgeting, forecasting and reporting
• Strong negotiation skills
• Venue and vendor contracting
• Data collection and data management skills
• General awareness of data privacy regulations
• Builds and maintains strong vendor relationships
• Highly organized and efficient
• Takes initiative and makes recommendations for process improvements
• Team player who displays respect and integrity
• 5+ years' experience in conference logistics role (250-6000 attendees) with an association or corporation
• 5+ years' experience with Microsoft Office Suite - intermediate-advanced level
• 3+ years' experience sourcing, negotiating, and contracting hotels and venues
• 1-year experience building/managing room blocks in Passkey (Cvent certification for housing management may be accepted in lieu of experience)

Benefits

• Health insurance
• Paid time off
• Professional development opportunities
• Flexible work arrangements