Event Project Manager

Mission

The mission of the Event Manager is to market the available spaces at TheMerode for private events organized by members (individuals and companies) and to support members in the preparation and organization of their event from A to Z.

They are responsible for the commercial and operational management of their projects, in close collaboration with the project manager at the client’s end. As such, the Event Manager is the sole and unique manager of the services they handle. They are the primary liaison between the organizer and THEMERODE.

They coordinate the following aspects : booking of the venue, personnel (ushers, hostesses, security guards, stage managers), technical installation, cleaning and preparation of the venue according to the client’s proposed setup, catering and table flowers. They do not handle other client requests (visuals and prints, decoration, animation, entertainment).

They are a project manager who coordinates all the actors involved in their events and who masters all the factors that condition their success: planning, budget, quality, customer relationship, priorities, administration. They also have a well-developed commercial sense, as they are involved in presenting offers to clients, negotiating, and seeking agreement.

Areas of responsibility

- Collecting event requests from members.

- Establishing the budget estimate for the event. Negotiating the detailed budget with the member, adapting it according to their expectations and obtaining their agreement on the final version.

- Managing deadlines and budgets.

- Negotiating quotes and agreements with caterers and other potential service providers.

- Directing the client to ProFirst teams if they need support in preparing their event.

- Accompanying the member during the venue visit and reconnaissance.

- Assisting the member in the preparation of their event.

- Coordinating the elements that are handled by TheMerode.

- Establishing the detailed schedule of the member’s event with them.

- Coordinating the preparation of the venue according to this schedule.

- Managing the overall booking schedule for the venues and being the central reservation point for other team members and any availability requests in general. Managing the options given to clients.

- Welcoming the member during their event, ensuring everything goes smoothly. Handing over to the stage manager if necessary.

- Coordinating the establishment of the final invoice with accounting.

- Selling a membership to non-members who wish to organize an event at the club and informing the Community team so that the onboarding can be followed up.

Skills & Experience

- Trilingual: FR – NL – EN (written & oral)

- Excellent organizational skills

- Solution-oriented Dynamic and passionate Initiative-minded

- Team player

- Flexible