You are here

September 4, 2019

Vice President, Special Events

Position Summary

This position leads and manages the Special Events department of San Francisco Travel, which is responsible to develop, produce and execute approximately 40 annual events on behalf of the various departments of the company (Sales, Tourism, Marketing, Partnerships). The events to be managed primarily include major meetings (with 300 – 1000+ attendees), client receptions, sales missions and trade shows.

The Vice President, Special Events must ensure that all events are appropriately and consistently branded, produced and delivered with high quality, and executes at agreed budget levels.

This is a new department and the Vice President, Special Events will be charged with redefining the department’s roles, work processes, operating practices, and management structure.

Essential Duties and Responsibilities

Responsible to create and manage an efficient and effective Special Events organization in support of the needs of the various divisions (Sales, Tourism, Partnerships and Marketing), and the San Francisco Travel Foundation including: 

  • Planning, budgeting and project reviews with key internal clients (Sales, Tourism, Partnerships, Marketing, Foundation leadership).
  • Creation of a project management process and standardized invitation procedures.
  • Salesforce profiles for each event with concepts, budgets, participants and other pertinent customer and project management information.
  • Assignment of roles and responsibilities to Special Events staff and management of interns.
  • Setting performance goals for the department and staff.
  • Regular performance reviews and professional development of staff.
  • Assessment of all events – successes, areas to improve, key learnings - to be reviewed with key clients and entered into Salesforce.
  • Finding financial efficiencies through contract and supplier consolidation and leverage.

Most events, receptions and sales missions will be near the various San Francisco Travel office locations (San Francisco, New York, Washington DC, Chicago) or in major cities where our clients are clustered (Los Angeles, San Diego, Sacramento).  For these events the responsibilities include:

  • Theme/agenda development and alignment with brand standards and business objectives.
  • Management of event invitation process from invite through registration.
  • Creation of a branded experience within the venue.
  • Development and delivery of collateral materials and video content.
  • Hotel/venue selection and contracting, including negotiation with partners for trade.
  • Food and beverage selection and contracting, including negotiation with partners for trade/
  • Management of all event logistics, including speakers, A/V, on-site logistics, volunteers and contractors, entertainment, décor, signage, etc.
  • Manage partner acquisition and involvement – sales, registration, scheduling, partner branding of their space, etc.
  • Management of non-sponsor revenue to support events (table sponsors, event trade in support of the event, trades, etc.).
  • Budget management and adherence (costs and revenue).

Trade show responsibilities will include:

  • Trade show booth development and branding.
  • Development and delivery of collateral materials and video content.
  • Contracting and build-out/breakdown of space on show floor to brand standards.
  • Operation of booth during the show.
  • Operation and management of events or receptions within the booth during the show.
  • Manage partner acquisition and involvement – sales, registration, scheduling, partner branding of their space, etc.
  • Budget management and adherence (costs and revenue).

Many Tourism events happen in international markets around the world.  For these events, responsibilities will include:

  • Acting as a consultant with the San Francisco Travel local office in their creation of the branded experience during the event (brand guidelines, signage, available collateral and video content, etc.).
  • Sharing various successful and unique event concepts created in the United States.
  • Facilitate sharing of international office event concept successes with the United States divisions.

At any event produced by the Special Events department where a room block is necessary, contracting of the block and management of it will be the responsibility of Special Events.

Special Events will have the responsibility to organize and source client gifts for the entire organization, ensuring brand fit, uniqueness and creating a range of gifts (price points) for the various departmental needs.

Must work in concert with the San Francisco Travel Marketing Communications staff on brand alignment, creative development and production management.

Must work in concert with San Francisco Travel Partnership staff in the outreach to association members as trade partners, attendees and participants in the various events.

Must develop and maintain an extensive network of relationships with industry vendors, entertainment sources, and other suppliers.

Qualifications  

To perform this job successfully, an individual must be able to perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • 8+ years of experience creating and producing branded special events.
  • 5+ years managing a staff of at least 4-5 people and management of contractors.
  • Experience in space planning and graphic design.
  • Experience in contract negotiation.
  • Demonstrated skills in project management and prioritization; ability to effectively handle multiple simultaneous priorities.
  • Strategic planning experience.
  • Self-motivated individual with proven ability to lead through influence and persuasion.
  • Creative thinker and problem solver with great energy and passion.
  • Excellent communication skills and ability to work well with others in a professional manner.
  • Provide proof that you left your heart in San Francisco.

Education and/or Experience  

College graduate, preferably with a degree in public relations, advertising or marketing. Some experience with a non-profit would be preferred as well.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The work environment is a business office with computers, telephones, and printers.

To Apply

To apply please e-mail your cover letter and resume to: [email protected]

Sponsor Ad

You may also like