Senior Event Planner-Hotel & Venue Contracting

Job Description

Job Description

Senior Event Planner – Hotel & Venue Contracting Specialist

Unionwide is seeking a highly experienced and detail-oriented Senior Event Planner with deep expertise in large-scale hotel and venue contracting. This role is responsible for sourcing, negotiating, and managing complex event agreements for conferences, corporate meetings, incentive programs, and high-profile live events. The ideal candidate is exceptionally organized, commercially minded, and skilled at navigating multi-property negotiations while delivering seamless event execution.

Key Responsibilities

• Lead venue sourcing and contract negotiations for large-scale meetings, conferences, and corporate events
• Manage complex hotel and convention center agreements including guest room blocks, meeting space, attrition, cancellation, force majeure, concessions, F&B minimums, and AV requirements
• Develop and maintain strong relationships with hotels, convention centers, resorts, and hospitality partners
• Negotiate favorable pricing, terms, upgrades, and concessions to maximize client and company value
• Coordinate all venue logistics from initial RFP through final billing reconciliation
• Oversee event timelines, budgets, and operational deliverables to ensure flawless execution
• Collaborate with internal stakeholders, vendors, production teams, and clients to align event objectives and logistics
• Review and mitigate contractual risk while ensuring compliance with company standards and event requirements
• Manage multiple large-scale projects simultaneously in fast-paced environments
• Travel as needed to conduct site inspections, attend events, and manage on-site operations

Qualifications

• 5+ years of senior-level event planning experience with significant hotel and venue contracting responsibility
• Proven success negotiating large and complex hospitality contracts
• Strong understanding of hotel operations, conference services, and meeting logistics
• Exceptional negotiation, communication, and relationship management skills
• Ability to analyze contract language and identify operational or financial risks
• Highly organized with strong attention to detail and deadline management
• Experience managing large budgets and high-volume event portfolios
• Proficiency in event management platforms, Microsoft 365, and budgeting tools
• CMP, CMM, or related certifications are a plus

Preferred Experience

• Knowledge of Cvent and Passkey's software with RFPs, Registration, and Housing Management
• Labor Union conferences and national meetings
• Multi-city programs and citywide conventions
• Hotel and resort contracting
• Large attendee room block management
• Production and audiovisual coordination
• Executive and VIP event management

Ideal Candidate Traits

• Strategic negotiator
• Calm under pressure
• Extremely efficient and proactive
• Strong financial and operational acumen
• Relationship-driven with excellent client service skills
• Able to balance creativity with logistics and contract precision

Equal Opportunity Employer