Event Manager

Event Manager
Reports to:  Senior Manager, Events

BAI and RMA have come together as ProSight Financial Association to empower financial services leaders to strengthen and advance our industry.

The strategic combination brings together RMA’s expertise in serving commercial banking and risk management functions and BAI’s knowledge in retail banking and regulatory compliance functions. It’s a complementary union of two non-profit organizations that have always had their members’ and customers’ best interests in mind.
 
Our work creates positive ripple effects throughout financial services organizations and ultimately helps consumers, businesses, and communities thrive.

The Event Manager plays a key role in coordinating and executing both revenue-generating and non-revenue-generating events, including conferences, roundtables, forums, and summits. This individual works closely with internal stakeholders, departments, venues, and vendors to ensure each event meets its objectives and delivers a seamless experience. Additionally, the Event Manager oversees the day-to-day operations of RMA’s sponsorship portfolio, ensuring exceptional sponsor experiences that drive rebooking and upselling opportunities.

Responsibilities

• Initiate the bidding process, issue Requests for Proposals (RFPs), and finalize contracts with meeting contractors, including hotels, audiovisual, exhibition services and transportation.
• Negotiate vendor contracts for hotels, AV/production companies, and other event-related suppliers to secure favorable terms and ensure successful event execution.
• Develop draft budgets for meetings, incorporating cost estimates, event schedules, and historical data to ensure financial alignment with event goals.
• Support stakeholders in budgeting and planning by providing historical data insights and strategic recommendations to optimize event execution and cost management.
• Collaborate with team members to create and manage a detailed project plan, outlining tasks, responsibilities, and deadlines to ensure smooth event coordination.
• Serve as the primary contact for event venues, managing the planning, logistics, and on-site coordination of meetings and educational programs to ensure a seamless experience.
• Prepare comprehensive post-event reports, analyzing room pick-up, session attendance, income, expenses, and lessons learned to support event performance evaluations and future planning.
• Oversee the shipping and logistics of event materials, ensuring timely and accurate delivery of all event-related items.
• Manage vendor selection, communication, and contract oversight, ensuring alignment with event objectives and seamless coordination throughout the process.
• Oversee all logistical aspects of in-person events, including menu selection, room configurations, and audiovisual requirements, to ensure flawless execution.
• Efficiently documents, tracks, and supports the full sponsorship and exhibit sales lifecycle, ensuring seamless execution from initial sale to final delivery.
• Provides comprehensive support for sponsorship and exhibit sales, including sending contracts and invoices, scheduling meetings, and managing and tracking deliverables to ensure timely and accurate execution.
• Perform additional tasks as required to support the smooth execution of events and meet organizational goals.

• A bachelor’s degree or equivalent experience
• A minimum of 7 years’ related association and meeting planning experience. CMP preferred.
• Extensive knowledge of meeting planning, site selection, and hotel operations.
• Extensive knowledge of event platforms, preferably Monday.com, Cvent, ON24, Zoom and Teams.
• Proven track record of managing large and highly complex meetings--conferences of 500 people or more with ancillary meetings, general session, breakouts, and exhibition hall delivered in a conference hotel, conference center or virtual platform.
• Excellent communications skills and commitment to a service-oriented, team environment.
• Experience working and providing excellent service to stakeholders, high-level attendees, vendors and volunteers.
• Commitment to a service-oriented, team environment.
• The ability to travel domestically and internationally up to 10% of the time.