Event Services Manager 

REPORTS TO: Director of Sales & Director of Visitor Experience 

DEPARTMENT: Sales & Visitor Experience 

CLASSIFICATION: Full Time Exempt 

COMPENSATION: $73,000 - $85,000 + Competitive Benefits Plan

HIRE DATE: January 2023 

OVERVIEW  

The Visit Bellevue Event Services Manager is responsible for the implementation of the Visit Bellevue event services plan including client relations, event consultation, maximization of events, attendee experience, event logistics, service lead management, attendee / event communications, post event services and driving the desire to attend events in Bellevue.  

The Event Services Manager for Visit Bellevue is generally a Monday through Friday position. At times, the Event Services Manager may be required to work evenings, weekends and/or holidays. 

RESPONSIBILITIES AND DUTIES 

• Develop and establish positive working relationships and ongoing support with event clients that are booked and planning future events in Bellevue. 

• Manage a streamlined and timely transition from Visit Bellevue sales to event services. Communicate event prospectus so staff, partners and stakeholders clearly understand goals and event details for future events in Bellevue to ensure optimal success and best attendee experience.  

• Support events at hotel/venue partners and communicate event prospectus to staff, partners, and stakeholders. Create and communicate clear plans and goals to ensure optimal success and best possible attendee experience. 

• Aligning Visit Bellevue Partners and Bellevue with event needs by communicating timely service leads to Visit Bellevue Partners via Partner Extranet on an ongoing and as needed basis. 

• Maximize attendance of booked events by working with Visit Bellevue staff and clients to manage custom attendee communications and aid in marketing the program to encourage attendance. 

• Conduct ongoing event consultations with event contacts and planners to ensure timely engagement for the client to connect desired services, needed vendors, coordinated transportation, lodging management oversight, event logistics and other needs on an ongoing basis. 

• Work with client, partners, and staff to ensure the housing process and strategy is aligned with Bellevue Hotels and keeps attendees within a lodging block and maximizes event revenue. 

• Leverage Bellevue collateral, promotional and marketing assets including visitor guides, brochures, maps, digital assets, video etc. for event services.  

• Utilize micro-event sites for events to facilitate attendee access to event information, frequently asked questions, event registration, lodging links, local information, and available services. 

• Implement post-event services to ensure a smooth transition into rebooking, reporting and event surveys, insure collection of meeting planner and attendee surveys on an ongoing basis. 

• Work with clients, Visit Bellevue Marketing & Communications to activate social media and visitor content activation for meetings & events. Explore digital mobile app integrations for meetings and conventions.  

• Work with Visitor Experience to activate the on-site concierge to be made available and provided to groups. This includes visitor information, Mobile Welcome Center, personal assistance, and volunteer program including community awareness / welcome program – signage and way-finding materials as needed. 

• Coordinate event attendee engagement. 

• Update convention details to partners/stakeholders so they are well informed and connected via Partner Extranet. Prepare and provide post-event report including actualized attendance, actualized revenues, actualized room nights and actualized economic impact. 

• Provide meaningful referrals to sales managers as they become available.  

• Have regular Event Manager meetings with Meydenbauer Center to insure timely and accurate communication and details. 

• Assist the Convention Sales Team with tradeshow preparations, amenity assembly and distribution, and site inspection preparations. 

• Assist Visit Bellevue with planning internal events for all departments, as needed. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED 

• Ability to develop and accomplish short and long-term goals, objectives, and plans. 

• Broad functional knowledge and proficiency of web usability and technologies including Photoshop, Illustrator, Adobe Creative Suite, WordPress and/or other web-related applications.  

• Broad functional knowledge of the operations of databases.  

• Experience with email distribution tools. 

• Clear understanding of analysis and proven analytical ability to track multiple clients and event initiatives, analyze results, and recommend changes.    

• Advanced understanding of meetings, events and conventions including experience in implementing logistics, tracking and project management.  

• Proficiency with computer and technology application skills; Advanced MS Office (Word, Excel, PowerPoint & Access), email clients, web browsers, outlook, Simpleview and Adobe required.  

• Ability to work independently as well as collaboratively. 

• Demonstrated creative thinker; ability to see the “big picture” and how all departments within the company are connected and work together. 

• Demonstrated critical thinking skills to conduct accurate risk assessments. 

• Ability to learn existing content management system.  

• Ability to meet tight deadlines and effectively meet project management skills.  

• Effective understanding/use of latest trends and best practices to advance destination brand.  

• Experience in convention services with a destination marketing and management organization, convention hotel, or large venue. Access to reliable transportation. 

EDUCATION 

A degree in Business, Marketing, Tourism, Communications, or a relevant field of study is required. 

EXPERIENCE 

Minimum 3 years’ experience in event management and/or customer service role required; additional marketing and/or public relations experience a plus; tourism, travel, or related industry experience a plus. 

OTHER DUTIES 

Please note this job description is not designed to cover a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job as they may change at any time, with or without notice. 

EEO STATEMENT 

Visit Bellevue provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.  This statement applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.