Event Project Manager

Meeting Tomorrow is a 23-year-old company with a growing team of 90 talented, friendly people. We’re headquartered in Chicago, with about 80% of our team working remotely in cities across the country.

We are a full-service event agency with three core divisions: planning, production, and creative. We plan and produce corporate events of every shape and size, partnering with clients that include Fortune 500 companies and leading organizations across a wide array of industries.

We’re known for our exceptional customer experience, our collaborative culture, and our can-do spirit. Our culture has earned us recognition as a Top 20 Inspiring Workplace in North America, as well as the Events Industry Council's Social Impact Award. We offer great benefits, the best coworkers you’ll find anywhere, and the opportunity to work in a dynamic, team-oriented environment. We can’t wait to meet you!

The Opportunity

The Event Project Manager is responsible for managing a high volume of AV production projects for small to mid-sized corporate events for a wide variety of our clients. 

This person will work with clients across tech, finance, pharma, and non-profit spaces, serving as the face of Meeting Tomorrow throughout the event execution process. You'll be the client's main point of contact and the person accountable for how each event turns out. You'll get to know each client's goals, spot gaps in the plan, recommend the right path, and keep clients, vendors, and our internal teams on track from first call to final invoice. This role is highly detailed, task-oriented, and requires the confidence to guide senior client stakeholders throughout the whole process, ultimately ensuring the clients' vision for AV production and creative design becomes reality.

This role requires some onsite travel (approximately 10-15%, or about 2-3 days per month).

What You'll Own

• Audiovisual Event Project Planning: You’ll manage many overlapping events throughout the year, managing project scope, timelines, and budgets. You’ll guide clients through the project lifecycle, coaching them on AV production best practices for in-person and hybrid events to ensure the execution exceeds their vision.
• Communication & Decision Making: You are the client’s main point of contact and MT representative. You’ll lead the information flow between internal teams (fulfillment, creative, etc.), venues, vendors, and the client, set clear deadlines, and follow up until things are done, as well as preparing onsite staff for successful execution.
• Client Relationship Building: You don’t just manage events but you build genuine connections. You’ll get to know our clients on a personal level (interests, family, life events) and bring a level of enthusiasm that drives credibility and repeat business.
• Creative Deliverables Management: You’ll act as the bridge between clients and creative teams (designers, editors). You’ll manage logistics with vendors (decor, print, custom fabrication), maintain asset trackers, manage POs, and negotiate terms to be a true steward of the client’s budget.
• On-Site Leadership: You’ll travel (approx. 10-15%) to be the face of MT, preparing onsite staff in partnership with Production Managers to execute flawlessly while staying engaged and responsive in fast-paced event environments.

What We Need

• 4+ Years of Event Experience: You’ve been a part of leading events whether at an agency or other high-touch client setting.
• Organization & Speed: You’re used to a high volume of work, a fast-paced multitasker who is accountable to deadlines, and finds joy in the details.
• Clear Communicator. You’re able to confidently set expectations, speak up early, and follow through.
• Relationship Builder. You’re able to build relationships and cater your approach depending on the person you’re talking to. You’re experienced in working with different personalities and professional levels. 
• Technical & Creative Curiosity: You’re ready to dive into AV production and creative service logistics.
• Adaptability. You can confidently work and make decisions in gray, unpredictable spaces with shifting priorities. When faced with unforeseen challenges, you adjust to keep the project (and everybody) on track.
• Values Alignment: You demonstrate kindness, commitment, and humility in everything you do.

The Impact

Within 1 month, you’ll:

• Learn about MT’s services - the value we offer, the types of events that we service and our customer-service mentality.
  Have opportunities for training to expand your exposure and understanding of how we manage events at Meeting Tomorrow
• Meet with current members of the Project Management, Production, Creative, and Sales teams to understand best practices for supporting our clients and their diverse needs.

Within 3 months, you’ll:

• Build strong and lasting relationships with clients and internal team members, ensuring a strong client retention rate.
• Begin to create your own processes for working with your clients and identify opportunities for efficiency/improvement. 
• Become proficient in our CRM, Netsuite and Project Planning tool, Backstage.
• Work with members of our internal support teams to effectively manage an event series for premier clients. These clients include Fortune-5000 companies in many sectors including pharmaceutical, wealth management, and production service agencies.

Within 6 months you’ll:

• Have proficiency in the role and be managing accounts with autonomy.
• Complete projects to improve the efficiency and effectiveness of the team.
• Demonstrate an aptitude for problem solving and contingency planning; striving to consistently exceed client expectations.

Benefits

• Medical, dental, and vision plan options
• Employer paid STD, LTD, Life Insurance, and EAP access
• 401k with employer matching up to 4%
• 16 PTO days (increases with tenure) + 9 paid holidays
• Annual profit-sharing bonus
• 12 weeks 100% paid parental leave (maternity, paternity, adoption)
• $50 Monthly fitness reimbursement
• Monthly stipends for internet and/or cell
• Company donation(s) to your charities of choice (up to $1,000 annually)
• Regular social events and learning opportunities

At Meeting Tomorrow, our mission is to foster a culture of respect and affection. We embrace our differences and are committed to having a diverse, equitable, and inclusive environment. We’re an Equal Opportunity Employer that believes in second chances and strongly encourages BIPOC, women, LGBTQIA, veterans, persons with disabilities, formerly incarcerated and all other individuals to apply.

What makes Meeting Tomorrow’s culture so special is the people, and we look for candidates who are a match for our company’s core values: commitment, kindness and humility. If those words describe you and you see yourself in this posting, you’re ready to apply!