NOTE: This position may require travel to Houston, Texas

Role Overview

We are seeking a skilled Event Project Manager to lead and coordinate all aspects of event management. This role involves working closely with vendors, sponsors, speakers, and stakeholders to ensure successful execution and delivery of events.

Responsibilities

• Vendor Management: Research and liaise with venues and vendors for audio-visual services, photography, food & beverage, exhibits, and more. Negotiate terms, review contracts, and ensure timely delivery of services.
• Sponsor Coordination: Reach out to sponsors like Space AI, manage sponsor pitch decks and agreements, and provide contracted items to exhibitors and sponsors.
• Speaker Coordination: Negotiate speaker agreements and maintain regular communication with all contracted speakers.
• Event Execution: Supervise event setup and teardown, and provide on-site management to ensure smooth operations.
• Stakeholder Communication: Act as the primary communication point for all interested parties.
• Social Events: Arrange related social events upon request.
• Documentation: Create and maintain comprehensive records for all aspects of the event to support future planning.

Required Skills

• Proven experience in event management, including vendor and sponsor coordination.
• Strong negotiation skills and ability to manage agreements and contracts.
• Excellent communication and stakeholder management skills.
• Ability to oversee logistical and operational aspects of events.
• Proficiency in creating and maintaining detailed documentation.

Nice to Have

• Experience in managing student registration processes and working alongside marketing teams to promote events.
• Ability to compile post-event reports and conduct evaluations.
• Familiarity with preparing recognition materials such as certificates and thank-you notes.