Registration & Housing Sr Manager

3 weeks ago

Kennedy Space Center, United States Freeman Full time
About Us

Freeman is a global leader in events, on a mission to redefine live for a new era. With a data-driven approach and the industry's largest network of experts, Freeman's insights shape exhibitions, exhibits, and events that drive audiences to action. The integrated full-service solutions leverage a 96-year legacy in event management as well as new technologies to deliver moments that matter.

Summary

The Registration & Housing, Sr. Manager works on the development, implementation, and execution of Freeman Agency Event Production registration & housing programs. This position proactively manages project items, and regularly communicates with clients, project team members (e.g., Account Directors, Finance, Project Leads, etc.), other Freeman divisions, vendors and venue contacts.

This position will support our Registration & Housing team. It is eligible to work a hybrid schedule, generally requiring work in-office and/or show-site 2-3 days per week. The ideal candidate will be based out of any of the following locations:
  • Dallas, TX
  • Orlando, FL
  • Nashville, TN
  • Chicago, IL
  • Alexandria, VA
  • Boise, ID
  • St. Paul, MN
Essential Duties & Responsibilities
  • Point of contact for client inquiries regarding registration and housing under the oversight of the Registration Director and/or above. Contributes to providing specialized end to end conference and event registration, housing and contact center strategy, planning and execution of corporate client events, exhibits, special and ancillary events and experiential activations.
  • Works cross-functionally with teams (sales, strategy, creative, digital, operations, production, AV and expo) to lead and/or manage multiple work streams for corporate event programs for 3,000+ attendees including, but not limited to virtual events, conferences, special events, ancillary events and experiential activations.
  • Project scope responsibilities include: the development, build and management of custom registration platforms including website, online registration and data collection, the creation of detailed event project plans, registration and housing workflows and timelines, ensuring the creation and distribution of team call agendas and notes, documentation of project areas, contact center and onsite staffing management, materials distribution, onsite credentialing, housing inventory management, data quality control, and overall reporting.
  • Maintain a clear understanding of client goals and objectives, event timelines and vendor organization, creation of PowerPoint presentations, digital asset management. Maintains goal of 12-hour response time to both client and internal team inquiries.
  • Demonstrate expertise in project management, time management, including proficiency in advanced project management methodologies and techniques.
  • Implements departmental processes, while being proactive and effective in this area, and seen as a subject matter-expert in their area of focus. Owns and drives improvement upon area of focus processes, in conjunction with Registration Director and/or above.
  • Effectively manages relationships with clients and vendors. Advises program Project Lead and Registration Director of any potential causes of concern.
  • Regularly uses advanced Excel formulas, and can create, edit, and present upon reports to the client team.
  • Understands all areas of registration (finance-attendee payment processing, housing and associated contracts, and web) at a high-level and can speak intelligently to clients in these areas.
  • Schedules project team meetings or sub-meetings, develops and distributes the meeting agenda, facilitates, and drives timeline with team and clients.
  • Assist with customer service on registration accounts.
  • Creates post-event debriefs and can propose opportunities for change and improvement.
  • Review client-requested communications for CTA accuracy.
  • Management of contracted hotel inventory.
  • Create sub-block plans to ensure adequate inventory is protected for various attendee groups if required; Employees, Press/Analyst, Speakers, Exhibitors, Staff, etc.,
  • Reservation submissions and adjustments, hotel audits pre and post events, monitor hotel pick-up on a weekly basis and propose inventory adjustments, and provide weekly hotel reporting to clients and assess attrition risk.
  • Support hotel cut-off process and facilitate the distribution of confirmation numbers to attendees.
  • Coordinate speaker registrations, travel, and logistics.
  • Coordinate setup/people flow, as well as needs and supplies for the registration area. Including, but not limited to ordering, and packing/shipping.
  • Monitors Registration and Housing hours utilization against budget allocation.
  • Advises Account Manager/Project Lead of hours needed to complete tasks not in original budget scope for client to review and approve.
  • Participates in the RFP process for new business and existing clients.
Education & Experience
  • 5+ years of experience in event and registration/housing management and event build. Previous agency experience preferred.
  • Experience organizing and managing multiple priorities simultaneously in a fast-paced agency environment.
  • Bachelor's degree or equivalent combination of education and experience.
  • Advanced experience with Cvent/RainFocus and housing platforms (such as Passkey) required.
  • Previous experience in registration operation and program support (attendee/housing management, call center support, reporting and complex onsite plans).
  • Experience leading/managing programs with 3,000+ attendees.
  • Experience in managing account teams and clients, vendors, equipment, timelines and budgets.
  • Experience in sourcing and managing all aspects of registration and housing events including but not limited to badge stock/lanyards, onsite equipment, and temp staffing for both US and international vendors.
  • Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events and/or troubleshoot remotely.
  • Advanced user of Microsoft Office (Word, Excel and PowerPoint) and Google Drive required. Box experience is a plus.
Certificates, Licenses, Registrations

Cvent Event Management Certifications required and housing platforms (such as Passkey) preferred.

Travel Requirements

Travel 25% to 50%

What We Offer

Freeman provides benefits that aim to empower our people and their families to thrive mentally, physically, and financially. These are a handful of the types of programs and benefits our full-time people may be eligible for. There may be some variances in specific benefits across regions.
  • Medical, Dental, Vision Insurance
  • Tuition Reimbursement
  • Paid Parental Leave
  • Life, Accident and Disability
  • Retirement with Company Match
  • Paid Time Off


Diversity Commitment

At Freeman, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.

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