Senior Event Manager

Title: Senior Event Manager Location: Remote / Flexible Reports to: Vice President of Guest Experience Direct Reports: None Position Summary: Senior Event Manager is responsible for the strategic planning, leadership, coordination, execution, and post-event evaluation of domestic and international events and travel programs for SET. This role owns the full event lifecycle, from program development, sourcing strategy, and contract negotiations through on-site leadership and final financial reconciliation, ensuring exceptional guest experiences, operational excellence, and strong business outcomes. The Senior Event Manager serves as a leader within the organization, partnering closely with Sales, Marketing, Finance, and external stakeholders to develop and deliver high-impact programs that align with client objectives and company goals. As a primary ambassador of the SET brand, this individual is accountable for driving a seamless, memorable, and elevated guest experience while proactively managing risk, budgets, vendor relationships, and event performance. The ideal candidate is a highly organized, energetic, and relationship-focused professional with strong business acumen and extensive experience leading complex, multi-day programs involving transportation, accommodations, hospitality venues, merchandise, and partner/client engagement. This individual demonstrates exceptional leadership, sound judgment, financial expertise, and the ability to influence across teams while maintaining a hands-on approach to execution. A collaborative mindset, commitment to excellence, and team-first attitude are essential. Job Responsibilities: Event & Program Planning o Lead strategic planning and execution of complex domestic and international event and travel programs, including development of event timelines, production schedules, and master project plans. o Confirm event start/end dates and pre-/post-tour logistics. o Research and secure venues, accommodations, restaurants, transportation providers, and hospitality spaces. o Coordinate site visits and evaluate spaces for capacity, accessibility, and suitability. o Establish room blocks and oversee accommodation management. o Create comprehensive program itineraries for internal and external partners/clients. o Maintain company centralized documentation for all event details. o Partner with leadership to develop and research new program concepts and guest experience enhancements. o Identify opportunities to improve event processes, efficiencies, and execution across programs. Vendor & Contract Management o Lead vendor sourcing, negotiations, and contracting with hotels, venues, transportation companies, caterers, merchandise vendors, and service providers. o Review and manage contracts to ensure favorable terms and risk mitigation. o Track deposits, payment schedules, and cancellation policies. o Serve as primary relationship manager for key vendor partners, fostering strong and strategic working relationships. o Ensure vendors meet service expectations, timelines, and compliance standards. Budgeting & Financial Oversight o Own event financial performance, including development, forecasting, management, and reconciliation of program budgets. o Track revenue and expenses throughout the planning lifecycle. o Process invoices, monitor commission payments, and submit required documentation. o Reconcile final billing with vendors and internal accounting. o Prepare financial summaries and close-out reports. o Identify cost-saving opportunities while maintaining program quality. Travel & Logistics Coordination o Coordinate group air, ground transportation, and transfers. o Arrange airport shuttles and arrival/departure manifests. o Manage bus assignments, driver logistics, parking, and routing. o Oversee ticket distribution and credential management. o Coordinate merchandise orders and delivery schedules. o Ensure compliance with local regulations and venue requirements. o Develop contingency plans and proactively mitigate operational risks related to travel, transportation, and event logistics. Guest Experience & Registration o Lead as the face of SET with professionalism, friendly disposition, and a passion for the guest and brand position. o Oversee guest registration processes and tracking. o Manage guest communications including confirmations, itineraries, and event updates. o Oversee VIP hospitality strategies and services ensuring a high-touch and personalized guest experience. o Develop welcome materials, on-site signage, and event collateral as requested. o Ensure a seamless and high-touch guest experience from arrival through departure and build lasting relationships with both the clients and the guests. Marketing & Communication Support o Collaborate with Marketing and Sales teams to align event strategy, positioning, pricing and attendee communications. o Provide content and timelines for promotional materials. o Coordinate with internal teams on event announcements and updates. o Track attendance metrics and engagement data, provide insights from guest feedback. On-Site Event Management o Serve as the senior on-site leader for allocated domestic and international programs o Responsible for overall event performance, decision-making, risk mitigation, and staff management. o Provide friendly, concierge level guest interaction. o Manage hospitality areas, food & beverage service, and event flow. o Troubleshoot issues in real time and implement contingency plans. o Ensure safety protocols and brand standards are upheld. o Maintain daily reconciliation of expenses and operational updates. Post-Event Reporting & Close-Out o Conduct post-event debriefs and collect team feedback. o Analyze guest survey results and other feedback and share insights and ideas with leadership. o Reconcile final vendor invoices and outstanding payments. o Track commissions and submit necessary billing. o Compile final event reports, including financial performance and recommendations. o Lead continuous improvement initiatives and best practices for allocated programs to enhance future execution. o Ensure return of company assets and event materials from on-site staff. Job Qualifications & Requirements: Education: Bachelor’s Degree required, with concentration in Business, Sports Management, Hospitality or related field preferred. Experience : o 6–10+ years of progressive experience managing multi-day events, travel programs, or hospitality operations. o Experience with event pricing, budget management, and contracts required. o Experience interacting positively and professionally with guests, customers, travelers, etc. o Experience with large-scale event planning and venues. o Experience with sports & entertainment ticketing and concert production management preferred. o Familiarity with reservation systems, contract negotiation, and event activation. o Demonstrated experience leading cross-functional initiatives and managing multiple large-scale programs simultaneously.