Conference & Event Operations Manager

About the Role\:

You will deliver mid- to large-scale conferences, meetings, and events, including in-person, virtual, and hybrid experiences. Manage logistics, budgets, technology, and vendor relationships to deliver high-quality educational and networking experiences. Apply industry best practices and operational expertise to ensure seamless execution, attendee satisfaction, and financial accountability. You will report to the Lead Manager, Conference & Events Management and use a hybrid work schedule.

You Will\:

Event Management

• Be the primary operations liaison for assigned conferences and events, partnering with our teams, external vendors, venues, sponsors, and others to ensure operational agreement and successful event delivery.
• Create conference event orders and event space layouts, including specialized areas and exhibits, to support a creative, engaging, and cost-effective participant experience.
• Collaborate with sales and sponsorship teams on exhibit floor plans, sponsorship fulfillment, onsite logistics, vendor coordination, and related cost management.
• Manage meeting logistics, including management of any temporary staff or volunteers.
• Partner with the Virtual Events team to deliver a cohesive experience for virtual and in-person attendees.
• Stay current on industry trends, latest technology, and event best practices.

Financial Management

• Manage annual budgets for assigned conferences, including forecasting, financial tracking, expense management, and identifying opportunities to improve profitability and cost efficiencies.
• Reconcile final billing and prepare post-event analysis to support future planning and process improvement.

Venue and Vendor Selection and Contract Negotiation

• Collaborate with partners to establish dates and locations for future conferences and manage the venue procurement process.
• Conduct site inspections and recommend locations based on program requirements, attendee experience, budget, and operational needs.
• Negotiate contracts with hotels, AV providers, temporary agencies, and other vendors to secure favorable terms, minimize organizational risk and liability, and maximize our cost savings