Event Program Manager

Xplor Marketing, LLC. is a Bradenton, FL. based fast growing, progressive marketing & meeting planning company. We specialize in incentive travel and conference planning.

We are seeking a dynamic, detail-oriented, and solutions-driven Event Program Manager to lead the planning and execution of client programs and conferences, serving as the primary point of contact for all clients to ensure seamless event experiences.

This role requires a balance of strategic thinking, operational execution, and problem-solving. The ideal candidate can take a vision and bring it to life seamlessly while managing multiple moving parts behind the scenes. You will serve as the central point of coordination across clients, vendors, and internal teams, ensuring a smooth and successful delivery from concept through completion.

Job responsibilities include but are not limited to:

· Program Leadership: Own and drive the end-to-end execution of all travel programs and events, delivering a seamless and elevated experience from planning through on-site execution.

· Event Logistics Management: Organize and manage program-specific details, including activity counts, dinner selections, seating charts, and other logistical elements.

· Registration Management: Manage end‑to‑end event registration, including setup, attendee tracking, data accuracy, communication workflows, and onsite check‑in to ensure a smooth and organized participant experience. You will also collaborate with creative team to write clear, compelling copy for event websites and develop cohesive event branding materials that align with the organization’s messaging, visual identity, and overall marketing strategy.

· Vendor & Travel Management: Develop and manage all hotel, ground transportation, and vendor purchase orders with precision and efficiency.

· On-Site Execution: Travel as required to client programs to ensure flawless event delivery and operational success.

· Budget Management: Maintain, track, and update program budgets to ensure financial accuracy, accountability, and alignment with program objectives.

· Contract Oversight: Review and manage vendor contracts in alignment with internal SOPs, ensuring accuracy, compliance, and favorable terms.

· Attendee Logistics: Create and maintain detailed arrival and departure manifests to ensure seamless guest experiences.

· Experience Enhancement: Research, develop, and price optional activities that elevate the guest experience and align with program objectives.

· Air Coordination: Collaborate with air teams to develop and manage master air manifests, as applicable.

· Sponsorship Execution: Partner with clients to design and implement sponsorship packages that enhance program value and brand visibility.

· Client & Sponsor Invoicing: Manage invoicing for clients and sponsors across all programs, ensuring timely and accurate billing.

· Vendor Billing & Reconciliation: Oversee vendor billing processes, including entering, tracking, and reconciling all invoices and payments.

· Site Inspections: Conduct site inspections on behalf of leadership as needed, ensuring program operations meet standards and align with on-site offerings.

· Inventory Management: Track and manage on-site inventory to support efficient program operations.

Skills/Qualifications:

· Education: Bachelor’s Degree in Business, Communication, Management, or Marketing preferred

· Experience: 3–6+ years of experience in meeting planning, program management, hospitality, or related field

o Proven experience managing complex programs or events from start to finish

o Proven ability to build and manage high-level client relationships, serving as a trusted advisor while ensuring exceptional service and satisfaction at every stage. Willingness to travel and work on-site for programs as needed.

· Strong Communication Skills: Strong ability to maintain consistent communication and follow up with customers, colleagues, clients, and vendors. Excellent written and verbal communication skills required, including attention to detail in spelling and grammar, and the ability to craft clear, professional messaging.

· Hardworking: Demonstrates a strong work ethic with a willingness to go above and beyond to achieve results.

· Driven: Results-driven individual with a strong focus on achieving goals and a desire to drive departmental growth and elevate performance to the next level.

· Integrity: Demonstrates integrity, transparency, and accountability, with a strong focus on delivering results efficiently and effectively.

· Highly Organized: Exceptional attention to detail, able to multitask and manage competing priorities seamlessly.

· Tech-Savvy: Proficient in Microsoft Office, NetSuite, and social media platforms, with the ability to quickly learn and adapt to event registration systems (e.g., Swoogo) and other technologies. Demonstrates the ability to develop a comprehensive understanding of NetSuite and leverage its full functionality.

· Responsible, Dependable, & Self-Motivated: Takes full ownership of assigned tasks, managing deadlines and responsibilities with minimal oversight. Highly punctual and dependable, consistently arriving on time for all work events, flights, and meetings.

· Sociable & Client-Focused - Outgoing and personable, comfortable presenting ideas, interacting with clients, and representing the company professionally in person and over the phone.

Compensation:

· Salary – based on 40-hour work week

· Cell phone – reimbursed for up to $50 per month

Flexible schedule with Core hours required and Fridays off when job allows (not necessarily during conference season)

12 days paid vacation (including sick days, etc.) – available after 90 days

· Benefits – health, vision, and dental insurance – available after 90 days

Pay: From $50,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off

Work Location: In person