Employment Type: Full-time
Location: London
Work Site Type: Hybrid
FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. Operating as a full-service agency partner or through embedding specialist talent into client teams, FIRST brings brands and people together through creative, connected experiences.
FIRST works with clients across various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group.
Learn more at www.firstagency.com
JOB SUMMARY
The Venue Sourcing Manager is an integral part of our Venue Sourcing team and will be responsible for supporting and/or executing various tasks within the Venue Sourcing lifecycle. This role will provide clients with a customized service offering based on specific project needs.
The role supports the Project Lead and Project Team in sourcing hotels, unique venues, and restaurants, negotiating cost savings, contracting, and troubleshooting any issues.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide site selection services for meetings and events.
- Thoroughly review venue contracts and client addendums for accuracy and negotiate where applicable.
- Develop and submit RFPs (Request for Proposals) via Cvent.
- Be proactive with ideas and creative solutions.
- Consolidate information to fulfill client reporting requirements in either an Excel document or PowerPoint presentation.
- Ensure allocated work is correctly logged and updated for venue sourcing monthly reports to management
- Ensure CVENT is kept up to date.
- Manage and ensure SLA’s (Service Level Agreements) are monitored and achieved throughout the venue sourcing process.
- Coordinate and conduct site visits and assist onsite at events as required.
- Manage and negotiate complex space, rates, costs, concessions and terms of contract agreement negotiations
- Work within budget constraints to find venues that offer the best value for money while still meeting the needs of the event
- Provide and track cost savings for the client
- Ensure timesheets are completed at the end of each working week and monitor accurate project team hours reporting
- Work closely with our internal contracting team to ensure all agreements have been thoroughly vetted
- Source venues, book and attend site visits, and prepare both venue sourcing presentations and site visit reports.
- Contribute to the creation and deepening of a knowledge bank of venues, hotels, destinations, and services that ensure the FIRST team is providing expert advice and recommendations to clients.
- Building strong relationships with clients, venues and brand partners is essential. This ensures successful conferences and events while delivering value to the organization.
- Strong working knowledge of key domestic and international destinations including venues and suppliers, especially 5-star hotels and high-end restaurants, and standalone venues in The US, UK, EMEA & APAC.
- Ability to address challenges related to venue selection and work to find solutions that meet the needs of the event.
SKILLS AND EXPERIENCE REQUIREMENTS
- Proficient with G suite, Zoom and Microsoft Office Suite (including Outlook and Excel, PowerPoint and SharePoint)
- Proven experience utilizing Cvent for sourcing
- SalesForce experience desirable
- Extensive event management and/or venue sourcing experience ideally in agency environment and with financial or corporate clients.
- Must demonstrate strong communication skills and professionalism in corporate environments.
- Proficient in written and spoken English
- Ability to adapt, be flexible and collaborate with team members in a diplomatic manner
- Willing to travel to various locations for site visits, industry conferences and on-site management of events as needed
- Resourceful individual with the ability to take direction and work independently; be proactive with ideas and creative problem solving
- Extensive experience negotiating contract terms
- Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors, and suppliers
- Strong presentation and formatting skills
- Creative problem solver, resourceful, and a team player
- Excellent organizational skills to manage multiple projects simultaneously, prioritize heavy workloads, work to strict deadlines and maintain keen attention to detail
#LI-TS1
FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.