MICE Contracting

About the Role:

We are seeking a MICE Contracting & Event Operations Lead/Assistant Manager/Manager to manage end-to-end contracting processes for venues, accommodations, transportation, catering, and other ground services required for successful events globally. This role demands strong negotiation skills, vendor relationship management, and in-depth knowledge of the MICE industry.

Responsibilities:

• Venue Contracting and Requisition Delivery
  • Identify, negotiate, and secure suitable venues such as hotels, restaurants, exotic properties, and event spaces for meetings and conferences.
  • Assess venues for suitability, capacity, pricing, and compliance (e.g., permits, fire codes, accessibility).
  • Negotiate rental contracts, cancellation policies, and additional service offerings such as catering, AV equipment, and concierge services.
  • C coordinate and manage all requisitions from initiation to completion.
  • Collaborate with internal stakeholders to gather requirements, establish objectives, and define deliverables.
  • Collaborate with FinOps to close and negotiate favorable contracts with vendors.
• Vendor & Supplier Management
  • Source and contract event vendors, catering services, transportation providers, and logistics partners.
  • Establish and nurture long-term partnerships with key global players to obtain negotiated rates and bulk discounts without compromising quality.
  • Negotiate flexible cancellation policies, extended payment terms, and customized packages for long-term relationships.
• Cost & Budget Management
  • Monitor all expenses related to contracted vendors.
  • Ensure alignment with the budget by tracking spending against allocated budgets and never exceeding it.
  • Coordinate with finance to ensure vendors are paid according to agreed timelines to avoid penalties.
  • Expertise in tax-saving strategies globally will be an asset for this role. Identify and implement tax-saving strategies, including VAT exemptions, state and local tax optimization, gratuity and service charge negotiations, state-mandated levy reductions, etc.
  • Ensure tax-efficient contract structuring and collaborate with vendors offering tax-inclusive pricing models to minimize liabilities.
• Program Planning and Operational Support
  • Oversee end-to-end requisitions for specific programs, ensuring smooth coordination and execution.
  • C coordinate with internal teams (Customer Operations, Customer Success, and Sales) to understand event needs.
  • Cater to exclusive client requests, including bespoke experiences like celebrity appearances, keynote speakers, wellness sessions, etc., ensuring a seamless and memorable event.
  • Ensure timely delivery of contracted services, including venue setup, catering, and transportation.
  • Manage on-site execution as needed, provide support, and resolve last-minute vendor issues, service discrepancies, or logistical challenges.
  • Supervise staff, volunteers, and vendors to maintain quality standards and adhere to event timelines.
• Event Experience
  • Research and procure unique and personalized offerings to enhance the event experience and meet or exceed client expectations.
  • Conduct post-event evaluations to assess program effectiveness and identify areas for improvement.
  • Compile event reports and documentation summarizing key outcomes, feedback, and recommendations.
  • Address special requests from clients and source specialized services to enhance the overall event experience.

Required Skills and Experience:

• 8-10 years of global experience in land contracting, event procurement, vendor management, and event operations.
• Excellent verbal and written English communication skills.
• Strong knowledge of global taxation.
• Proficiency in budgeting, pricing negotiations, and cost optimization.