Senior Event Planner-Hotel & Venue Contracting
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Overview
Job Description
Senior Event Planner – Hotel & Venue Contracting Specialist
Unionwide is seeking a highly experienced and detail-oriented Senior Event Planner with deep expertise in large-scale hotel and venue contracting. This role is responsible for sourcing, negotiating, and managing complex event agreements for conferences, corporate meetings, incentive programs, and high-profile live events. The ideal candidate is exceptionally organized, commercially minded, and skilled at navigating multi-property negotiations while delivering seamless event execution.
Key Responsibilities
- Lead venue sourcing and contract negotiations for large-scale meetings, conferences, and corporate events
- Manage complex hoteland convention center agreements including guest room blocks, meeting space, attrition, cancellation, force majeure, concessions, F&B minimums, and AV requirements
- Develop and maintain strong relationships with hotels, convention centers, resorts, and hospitality partners
- Negotiate favorable pricing, terms, upgrades, and concessions to maximize client and company value
- Coordinate all venue logistics from initial RFP through final billing reconciliation
- Oversee event timelines, budgets, and operational deliverables to ensure flawless execution
- Collaborate with internal stakeholders, vendors, production teams, and clients to align event objectives and logistics
- Review and mitigate contractual risk while ensuring compliance with company standards and event requirements
- Manage multiple large-scale projects simultaneously in fast-paced environments
- Travel as needed to conduct site inspections, attend events, and manage on-site operations
Qualifications
- 5+ years of senior-level event planning experience with significant hotel and venue contracting responsibility
- Proven success negotiating large and complex hospitality contracts
- Strong understanding of hotel operations, conference services, and meeting logistics
- Exceptional negotiation, communication, and relationship management skills
- Ability to analyze contract language and identify operational or financial risks
- Highly organized with strong attention to detail and deadline management
- Experience managing large budgets and high-volume event portfolios
- Proficiency in event management platforms, Microsoft 365, and budgeting tools
- CMP, CMM, or related certifications are a plus
Preferred Experience
- Knowledge of Cvent and Passkey's software with RFPs, Registration, and Housing Management
- Labor Union conferences and national meetings
- Multi-city programs and citywide conventions
- Hotel and resort contracting
- Large attendee room block management
- Production and audiovisual coordination
- Executive and VIP event management
Ideal Candidate Traits
- Strategic negotiator
- Calm under pressure
- Extremely efficient and proactive
- Strong financial and operational acumen
- Relationship-driven with excellent client service skills
- Able to balance creativity with logistics and contract precision
Equal Opportunity Employer
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