Landmark Ventures is a premier event production and execution powerhouse with over 20 years of experience in crafting high-impact custom events, exclusive dinners, and VIP summits. We excel at transforming ordinary events into extraordinary experiences, partnering with some of the world’s most prominent companies and brands to foster meaningful connections and deliver measurable business outcomes. We are seeking a dynamic, driven, professional, detail-oriented and trustworthy Manager to support the continued growth and success of our thriving Events Practice.
This role will be responsible for leading and managing the entire event planning lifecycle for Landmark’s Conferences. The Manager will work closely with clients, vendors, internal teams, and stakeholders to ensure the successful delivery of high-quality events that meet Landmark’s and the client’s objectives and exceed expectations. This role demands excellent project management skills, creativity, and the ability to juggle multiple priorities under tight deadlines.
ROLE AND RESPONSIBILITIES
The key responsibilities of the position will include:
Strategic Procurement, Event Planning & Logistics
- Venue & Vendor Procurement:
- Research & Sourcing: Conduct comprehensive, time-sensitive research to identify suitable venues and vendors that align with the event’s objectives, budget, and theme, sourcing options from a diverse range of venues, including hotels, restaurants, convention centers, and unique spaces (e.g., rooftop venues, art galleries).
- Vendor Evaluation: Identify and evaluate vendors for essential services, such as catering, entertainment, audio-visual, florists, décor, and transportation, ensuring all specialized needs are met.
- Data Organization: Maintain a repository of venue and vendor information, ensuring accessible data on capacity, availability, services, and pricing.
- Response Compilation: Compile and summarize venue and vendor responses, capturing relevant details.
- Venue & Vendor Contracting & Negotiations: Lead contract negotiations with venues and vendors to secure favorable terms, including pricing, services, and cancellation policy. Review and clarify terms and conditions to avoid misunderstandings and manage any potential contract modifications or amendments.
- Financial Oversight & Budget Tracking: Oversee financial aspects related to venues and vendors, including paying deposits and ensuring timely payments according to contract terms. Track and monitor all related costs, ensuring that event budgets are adhered to. Collaborate with the finance team to ensure accurate recording of expenditures and to resolve any discrepancies. Monitor and regularly update actual spending against the budget throughout the planning process, making adjustments as needed to stay within financial limits.
- Event Planning & Logistics
- Food and Beverage Menu Planning: Collaborate with caterers, venue teams, and food vendors, to develop menus and meeting specifications for the conference, considering dietary restrictions, attendee preferences, and event considerations. Estimate and price out food and beverage options and costs, ensuring the offerings fit within the event’s budget without compromising quality or attendee satisfaction.
- Meeting Specifications and Banquet Event Orders (BEO): Create detailed meeting specifications independently outlining the event requirements, including room setup, audio-visual needs, catering, and special accommodations. Review, revise, and approve Banquet Event Orders (BEOs) independently to ensure that all conference-related needs are accurately documented and fulfilled by the venue.
- Vendor & Venue Coordination and Communication: Serve as the primary contact for all venue and vendor communications, ensuring clear and consistent updates on the event timeline, setup, and logistics. Coordinate delivery schedules, event setup, and tear-down with all third-party vendors, including caterers, A/V teams, florists, decorators, transportation providers, and security personnel.
- Space Plotting, Flow Management, & Layout: Design the physical layout of the conference space to ensure a comfortable and engaging attendee experience, including registration areas, mainstage layout, breakout rooms, networking areas, and dining spaces using SocialTables or Prismm.
- Site Visit Coordination & Calendaring: Schedule and conduct site visits with key stakeholders, vendors, and internal teams to review venue spaces, layout options, and logistical flow. Update the event calendar with site visits, walkthroughs, and pre-conference meetings to ensure proper alignment of the planning schedule.
- Basic Audio-Visual (A/V) Planning: Work with A/V vendors and technical teams to plan and coordinate essential A/V requirements, such as microphones, projectors, screens, lighting, and sound systems.
- Vendor Management & Oversight: Manage additional vendors required for conference success, such as furniture rental companies, transportation providers, event security, and specialty vendors (e.g., for swag bags, décor, entertainment). Serve as the primary point of contact for vendors, overseeing their responsibilities, ensuring they meet deadlines, and troubleshooting any last-minute issues. Ensure all vendors provide appropriate Certificates of Insurance (COI) in compliance with venue and legal requirements.
Strategic Operations & Execution
Event Operations & Preparations
- Creation of Event Preparation Documents
- Develop and manage a detailed Run of Show (ROS) document that outlines the event’s timeline, key activities, and scheduled tasks, ensuring all staff and vendors have clear direction.
- Contingency Planning: Develop contingency plans for all aspects of the event, identifying potential risks (e.g., weather, vendor delays) and outlining response protocols to minimize disruption.
- Packing, Shipping, and Event Supply/Equipment Management
- Event Supply Inventory and Ordering: Maintain an up-to-date inventory of all event supplies with third-party vendor, create packing lists and develop packing/shipping plan, ensuring that items are ordered and available as needed.
- On-Site Materials Preparation: Ensure that all necessary event materials (e.g., printed materials) are properly prepared, packed, and shipped to the venue on time.
- On-Site Staffing & Management and On-site Support
- Secure and manage on-site third-party staff, including interviewing, hiring, and training for specific duties. Prepare training documents to streamline staff onboarding and ensure smooth operations.
- Serve as the point of contact on-site for vendors & staff ensuring effective communication and coordination from setup to breakdown.
- Oversee vendor deliveries, vendor management.
- Refinement and Improvement of Event Efficiency Operations and Internal Processes: Continuously identify and refine internal processes related to event planning and execution, including project plans, timelines, and logistics schedules. Identify areas for improvement to streamline operations and increase efficiency for future events.
Client Management & Support
- Client Call Participation: Actively engage in client calls, offering knowledgeable insights and recommendations on event planning, logistics, and operations. Address client concerns with practical solutions, ensuring they feel supported throughout the planning process.
- Ongoing Client Communication: Maintain regular communication with clients during the planning process, providing updates, addressing questions, and reinforcing their vision. Incorporate client feedback into event planning to respect their preferences.
THE IDEAL CANDIDATE HAS:
- 4-6 years direct experience working in a events and conferences
- Bachelor’s degree in hospitality, business or related discipline or equivalent relevant experience
- Venue and vendor contracting and negotiations skills and experience
- In-depth understanding of hotel brands and restaurant groups
- Strong time management and ability to multi-task, monitor and manage multiple priorities, and meet timelines.
- Comfortable in a dynamic environment, dealing calmly and effectively with situations under deadlines.
- Embrace a "work athlete" mentality—innovative, focused, and able to adapt quickly while being open to coaching and feedback.
- Possess a proactive, “get things done” attitude, with a sense of urgency in all tasks.
- Capable in both Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Sheets, Docs)
- Comfort spending time on email, on the phone, on Zoom, and in-person every day to collaborate with colleagues and clients.
- Demonstrate strong organizational abilities with exceptional attention to detail.
- Ability to work independently and be self-driven within a team structure.
- Ability to quickly establish trusting and productive relationships with the executive team, vendors, staff, and partners
- Ability to travel as needed
If you are that one special candidate, you will quickly become a key player on our talented, fun-loving team in a dynamic and high-energy company. You’ll work alongside remarkable colleagues who are deeply passionate about their craft, and like many of them, you’ll quickly discover this is the best place you’ve ever worked. You’ll thrive in an environment that champions personal and professional growth.
Our office is located in New York City, and we work in the Eastern Time Zone; we will consider candidates for a virtual work arrangement who can work consistently East Coast hours or based in or near NYC. Candidates must be authorized for employment in the United States. There is the requirement to be in-office or on-site based on the current events calendar (anticipated 1-2 times per week during peak events seasons) and on an as needed basis, based on event planning projects (site visits, event preparations, etc.).
We thank all candidates for their interest, but only those selected for an interview will be contacted.
