Events & Business Development Manager - Strategic Association Management Consulting

Position Summary:

Hudson Gateway Association of Realtors (HGAR) is seeking a creative, highly skilled Events & Business Development Manager to join our dynamic marketing team. The ideal candidate will be responsible initiating, planning, implementing and evaluating events and is responsible for sponsorship and advertising sales. Must coordinate with committees and team leaders on planning process. Position is on-site in White Plains, NY.

    Event & Business Development Manager

• Work with internal leaders and member committees to create events for key pillars including Advocacy, Education, CID, DEI and more.
• Research and recommend locations for off-site meetings and events, including unique venues and internal events for board and staff.
• Negotiate contractual agreement for assigned events and presents contract analysis to VP for signing.
• Manage the coordination and execution of event logistics for assigned events, including F&B and AV needs, room block management, vendor procurement and management, signage, development of program, materials and digital content, and administrative speaker management.
• Develop and maintain event budgets, monitoring expenses according to budget and reporting financial statuses to VP.
• Conduct post-event review with appropriate department(s), including cost analysis and offering suggestions for improvement, and creates post-event reports to document successes and failures, and suggesting future event improvements.
• Act as cross departmental project lead for assigned events by creating and maintaining project plans and leading frequent project meetings.
• Research and propose new event formats and experiences to elevate the HGAR event brand and member and attendee experiences.
• Oversees the entire onsite registration process and experience, including logistics, set-up, and more.
• Plan and conduct site inspections for assigned events, providing detailed reports to VP.
• Oversees the maintenance of web information and activities as it pertains to exhibitors: booth personnel, badge registration, complimentary registration, services manual, logistics, schedules, events, and other information as needed.
• Responsible for coordinating event photography and video. Coordinate with social media and PR team and VP to align content calendars.

Business Development

• Responsible for sponsorship sales of events, both in-person opportunities and digital opportunities, including website and new site.
• Creates sales prospectuses for assigned events and prospecting lists with sales promotional efforts.
• Fulfill all sponsorship related deliverables for assigned events including, but not limited to, ordering promotional items, signage, tracking expenses to the net revenue, and liaising with sponsors on site during events.
• Services and fulfills all exhibitor needs including, but not limited to, sales support, exhibitor programs, customer service, and other collateral material included in the agreement and approved by VP.
• Manages and executes all fulfillment related to sponsorship sales, as assigned, including, but not limited to, vendor negotiation and selection, product quality assurance checks, and overall sponsorship contract management.
• Manages and oversees sponsorship expense budget, including detailed analysis of sponsorship related expenses and revenue.
• Works with VP to research and propose new sponsorship sales ideas

      KPIs

• Attendance rates at events compared to the target goal
• Feedback rating from participants and sponsors
• Percentage of events delivered within the allocated budget
• Total sponsorship revenue generated compared to target (event and online ad sales through website and news site sales
• Sponsorship renewal rate year-over-year and satisfaction
• Number of new sponsorship opportunities identified and pitched

     Qualifications

• Bachelor’s degree in business, marketing, hospitality, or related field preferred. Minimum of 5 years of experience in event management, business development, or sponsorship sales, preferably in a nonprofit or association environment.
• Proven track record of planning, executing, and managing events of various scales, including handling logistics, vendor relations, F&B, AV needs, and onsite coordination.
• Strong experience in sponsorship sales and managing sponsorship fulfillment, with a history of meeting or exceeding revenue targets.
• Ability to develop sponsorship sales materials and prospect new opportunities.
• Demonstrated ability to manage event and sponsorship budgets, monitor expenses, provide financial reports and presentations, ensuring events are delivered within budget.
• Ability to conduct follow-up research and use data to drive future event planning and sales propositions.
• Experience negotiating contracts with venues, vendors, and service providers, ensuring favorable terms and presenting contract analysis to leadership.
• Strong verbal and written communication skills, with the ability to collaborate with internal leaders, member committees, and sponsors.
• Creative thinker with the ability to propose new event formats and experiences to elevate member engagement and enhance the overall event brand.
• Comfortable using event management software, digital content tools, and proficiency in MS Office Suite (Excel, PowerPoint, Word). Experience with CRM and budgeting tools is a plus.
• Must be based in or able to commute to Westchester County, NY. Some travel may be required for site inspections and events.