Torchora
Back to Home

Key Responsibilities and Required Skills for Associate Event Manager

💰 $45,000 - $70,000

EventsMarketingOperationsHospitality

🎯 Role Definition

The Associate Event Manager is a hands-on event professional who supports the planning, execution and post-event analysis of live, virtual and hybrid events. This role works closely with senior event staff, vendors, sponsors and internal stakeholders to deliver seamless attendee experiences while managing budgets, timelines and logistics. Strong vendor coordination, stakeholder communication, and operational execution skills are required to ensure events meet strategic business objectives and KPIs.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Event Coordinator / Events Assistant
  • Marketing Coordinator or Marketing Assistant with event responsibilities
  • Hospitality or Conference Services Assistant

Advancement To:

  • Event Manager / Senior Event Manager
  • Senior Manager, Events & Experiential Marketing
  • Head of Events / Director of Events

Lateral Moves:

  • Sponsorship or Partnership Manager
  • Corporate Marketing Manager
  • Operations or Venue Manager

Core Responsibilities

Primary Functions

  • Lead coordination and execution of assigned events from conception through close-out, including conferences, trade shows, client events, product launches, and virtual/hybrid experiences, ensuring adherence to timelines and quality standards.
  • Develop, maintain and execute detailed event project plans and production timelines, coordinating cross-functional teams (marketing, sales, ops, creative, finance) to meet milestone deliverables.
  • Manage vendor selection and ongoing vendor relationships — solicit bids, evaluate proposals, negotiate contracts, confirm deliverables, and ensure on-time vendor performance and compliance.
  • Own logistics planning including venue sourcing and site visits, floorplan design, room block management, transportation, freight handling, and on-site load-in/load-out operations.
  • Create and monitor event budgets and expense forecasts for assigned events, process purchase orders and invoices, track spend vs. budget, and deliver post-event financial reconciliation and variance reporting.
  • Configure and manage event registration and attendee management platforms (e.g., Cvent, Eventbrite, Splash), including registration flows, attendee communications, check-in processes and data exports.
  • Coordinate event production and technical requirements including AV, staging, lighting, livestreaming and on-site tech support; collaborate with production partners to create detailed run-of-show and cue sheets.
  • Serve as primary on-site event lead for assigned events, directing staff, volunteers and vendors; troubleshoot operational issues in real-time to ensure seamless attendee experience and safety.
  • Support sponsor and exhibitor relations: develop prospectus content, manage exhibitor communications, coordinate booth assignments, enforce contract requirements, and ensure sponsor deliverables are fulfilled.
  • Draft and manage event contracts, service agreements and SOWs with venues and suppliers; ensure insurance, permits and licensing requirements are secured and filed.
  • Coordinate speaker management and content logistics: invite and confirm speakers, collect bios and presentations, schedule rehearsals, manage speaker travel and on-site support.
  • Execute attendee communications and marketing support in partnership with marketing teams: manage email campaigns, digital event pages, social media promotion and onsite signage to maximize registration and engagement.
  • Implement health, safety and risk mitigation plans for events, working with venues and local authorities to ensure compliance with safety regulations, emergency procedures and accessibility requirements.
  • Oversee attendee experience details including F&B coordination, VIP and guest services, signage and wayfinding, registration staffing, and customer service escalation handling.
  • Collect and analyze event performance metrics (attendance, revenue, NPS, lead generation, sponsor ROI), prepare post-event reports with actionable insights and recommendations for optimization.
  • Maintain and optimize event technology stack and integrations (CRM, marketing automation, registration platforms, badge printers, payment gateways) to streamline processes and data flow.
  • Manage inventory of event assets (signage, AV equipment, branded collateral) and coordinate logistics for storage, transport and maintenance.
  • Coordinate travel and accommodation logistics for event staff, speakers and VIPs, including group room blocks and special requests, while managing cost efficiencies.
  • Create and maintain event documentation including run sheets, staffing plans, floorplans, vendor contact lists, and contingency plans to ensure repeatability and knowledge transfer.
  • Partner with corporate legal and procurement teams to ensure contract terms, liability clauses and vendor insurance meet organizational policies and mitigate risk exposure.
  • Facilitate pre-event production meetings and post-event debriefs with internal stakeholders and external vendors to align expectations, capture lessons learned, and document process improvements.
  • Assist with sponsorship fulfillment and upsell opportunities during events by identifying activation points and demonstrating sponsor value through data and service execution.
  • Support hybrid and virtual event production by managing digital platforms, speaker tech-checks, pre-recorded content, streaming logistics and virtual attendee engagement features.
  • Drive continuous process improvements across event planning and delivery, proposing workflow automation, templated assets and standardized checklists to increase efficiency and consistency.

Secondary Functions

  • Maintain and update CRM and attendee databases with event-related contacts, segmentation and engagement history to support lead follow-up and marketing attribution.
  • Support development of event collateral and creative assets by coordinating timelines with design teams and suppliers to ensure on-brand, print and digital deliverables.
  • Assist in sourcing and negotiating small-scale promotional items, branded merchandise, and swag that support event objectives and sponsor agreements.
  • Provide administrative support for the events team, including expense reporting, invoice processing, contract filing, and travel booking for event leadership.
  • Collect and reconcile attendee feedback surveys and sentiment analysis to inform ongoing improvements in programming, logistics and marketing outreach.
  • Coordinate volunteer recruitment, training and scheduling for on-site event roles and guest-facing staffing needs.
  • Maintain an events calendar and booking system to avoid conflicts, optimize resource allocation and improve executive visibility into upcoming commitments.
  • Support ad-hoc cross-functional initiatives such as sales enablement events, customer advisory boards and employee engagement functions.
  • Prepare materials for internal stakeholder presentations and executive briefings on event performance, attendee demographics and ROI metrics.
  • Monitor industry trends, competitor programs and new event technologies to recommend innovative approaches and vendor partnerships.

Required Skills & Competencies

Hard Skills (Technical)

  • Event management software: experience with Cvent, Eventbrite, Splash, Bizzabo or comparable platforms for registration, agenda and attendee management.
  • Project management tools: proficiency with Asana, Trello, Monday.com or Microsoft Project to manage timelines and task dependencies.
  • Budgeting and finance: strong experience creating, managing and reconciling event budgets, POs and vendor invoices.
  • Contract negotiation: proven ability to negotiate terms with venues, suppliers, vendors and production partners and manage SOWs.
  • AV and production knowledge: working familiarity with audio-visual systems, livestreaming workflows, lighting and staging requirements for live and hybrid events.
  • CRM & marketing integrations: experience integrating event platforms with Salesforce, HubSpot or other CRMs and marketing automation tools.
  • Data analysis & reporting: intermediate Excel skills (pivot tables, vlookups), basic Google Analytics knowledge, and experience compiling post-event KPI reports.
  • Sponsorship & exhibitor management: experience coordinating sales fulfillment, exhibitor logistics and sponsor deliverables.
  • Registration & on-site tech: knowledge of badge printing, check-in systems, lead capture devices and payment processing.
  • Vendor & venue sourcing: demonstrated experience running RFP processes, conducting site visits and producing venue comparison analyses.

Soft Skills

  • Exceptional verbal and written communication skills; able to create clear event briefs, stakeholder updates and client-facing materials.
  • Strong organizational and time-management skills with a bias for detail and the ability to manage multiple events simultaneously.
  • Problem-solving and crisis management: calm, pragmatic decision-making during on-site operational issues and unexpected changes.
  • Customer-service orientation with the ability to anticipate attendee needs and deliver hospitality-driven experiences.
  • Collaborative team player comfortable working across marketing, sales, operations and finance functions.
  • Negotiation and influence: able to secure favorable terms and alignment across vendors and partners.
  • Adaptability and resilience: experience in fast-paced environments with shifting priorities and compressed timelines.
  • Leadership and people management: ability to lead temporary event teams, contractors and volunteers effectively.
  • Creative thinking for experiential elements, programming and attendee engagement opportunities.
  • Attention to quality and brand stewardship; ensures all event deliverables reflect organizational standards.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s degree or equivalent practical experience in event planning, hospitality, marketing, communications, or business.

Preferred Education:

  • Bachelor’s degree in Hospitality Management, Events Management, Marketing, Communications, Business Administration, or related field.
  • Certifications such as CMP (Certified Meeting Professional) or CSEP are a plus.

Relevant Fields of Study:

  • Hospitality Management
  • Event Management / Meetings & Exhibitions
  • Marketing or Communications
  • Business Administration
  • Public Relations

Experience Requirements

Typical Experience Range:

  • 1–4 years of progressive experience in event planning, production or related roles.

Preferred:

  • 2–4 years of direct event management experience including live, virtual and hybrid events, plus demonstrable experience managing vendors, budgets and on-site operations.
Explore More Careers