The Hotel Sourcing Manager is responsible for sourcing hotels for approximately 300-325 Council meetings per year. They will provide guidance and advice to Managers of Executive Programs (MEPs) regarding meeting planning and logistics. In addition, they will research potential meeting venues, restaurants, ground transportation and activities.
They will collaborate with the MEPs, Council Associates and Associate Director, Systems & Operations to ensure a high quality meeting experience for all Members.
Additionally, while our conferences and council meetings are still largely remote, the Sourcing Manager will be an Associate Producer for virtual and hybrid conferences and seminars. These will be the primary responsibilities for this position until we begin to hold more on-site council meetings.
Source and confirm hotels for Council meetings
Provide guidance and advice to MEPs on meeting planning and logistics
Create reports on vendor usage and satisfaction level by major city/host location
Maintain restaurant/ground transportation/activities database
Manage Hotel Sourcing
Review Meeting Request Forms submitted by MEPs through third party hotel sourcing portal. Ensure hotel room block and/or meeting space requests are accurate to minimize our financial risk and exposure
Hotel selection: review site availability report and advise MEPs on available options
Collaborate with MEPs to ensure hotel choice is within budget and aligned with council culture, size and attendance history
Review contracts prior to finalization, to ensure program specific and legal terms and conditions are accurate and favorable and protective to The Conference Board, including attrition, cancellation policies, etc. before sending forward for final review and signature
Negotiate contract terms, if booking direct with hotel. Collaborate with sourcing partner (if using) to negotiate contract terms
Provide MEPs with a detailed document outlining all hotel and logistical information
Maintain strong relationship with hotel sourcing vendor and hotel sales managers
Input of hotel information into the CRM database
For Council meetings held at a hotel, provide advice to MEPs regarding logistical aspects including meeting specification details, menu selection, accommodations for staff, audio visual, banquet event orders
Preferred Vendor Database Management
Regularly review and update vendor database of hotels, restaurants, ground transportation and activities in major cities frequented and/or host location sites
Negotiate favorable terms and conditions with frequently used vendors
Regularly review negotiated terms with frequently used hotels and ensure the use of the preferred hotels
Regularly review negotiated terms with frequently used restaurants and ensure the use of the preferred restaurants?
Research potential meeting venues, restaurants, ground transportation and activities. Share information with council associates and Associate Director, Systems & Operations
Continuously seek opportunities to improve our processes and enhance the customer experience
Provide guidance and advice to MEPs regarding meeting planning and logistics
Perform other related duties as assigned or required
Hybrid and Virtual Meetings:
Learn the various virtual meeting platforms utilized by The Conference Board, which include, but are not limited to Zoom, ON24 and Microsoft Teams.
Learn and execute/perform the Associate Producer role for virtual conferences and seminars
Associate Producer: creates and builds session consoles; uploads all resources, including bios/headshots, presentations; manages attendee communication and registration; works with Marketing and Production on branding backgrounds, banners, images, logos and icons. During live event, provides backup to Lead Producer, assists with technical reviews; attendee communication and problem solving; assists with other duties as assigned by Lead Producer.
Knowledge and Skills:
Strong knowledge of hotel contract terms and conditions
Strong ability to negotiate contract terms and conditions
Knowledge of domestic hotels
Proficient in Word, Excel and PowerPoint and in applying Internet search processes
Keeps abreast of new industry trends
Flexible, creative and a problem solver
Exceptional organizational skills and attention to detail
Advanced multi-tasking abilities. Ability to work on multiple projects in varying stages of development in the same time frame and with minimal supervision
Superior prioritizing and time management skills, and the ability to meet deadlines consistently
Self-starter with high motivation and initiative, and excellent problem-solving skills
Education and Experience Requirements:
3-5 years of experience in event or meeting management or hotel sales experience