Manager, Event Sourcing & Contracting

About The Institutes

Located in beautiful Malvern Pennsylvania The Institutes are a not-for-profit comprised of diverse affiliates that educate elevate and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units people and organizations are empowered to help those in need with a focus on understanding predicting and preventing losses to create a more resilient world.

Additionally we understand the importance of work-life balancein 2026 named us a Top Workplace for the eleventh year and USA Today named us a USA Top Workplace for the fourth year. We provide excellent benefits and a friendly team-focused work environment to drive employee engagement.

Manager Event Sourcing & Contracting

The Manager Event Sourcing and Contracting leads hotel and venue sourcing RFPs contract negotiations and related financial and contract management activities for the Enterprise Events team. As part of these responsibilities this role partners with meeting managers and business units to understand event requirements identify and evaluate venues and vendors negotiate favorable terms and manage key contractual obligations. This position also manages hotel commissions and rebates event insurance preferred vendor relationships and event inventory while serving as a sourcing resource to the broader Enterprise Events team.

What Youll Do:

Sourcing & Contracting

1. Partner with meeting managers and business units to understand event requirements and develop sourcing strategies.
2. Lead the RFP and sourcing process for event-related services including venue selection lodging and key vendors to ensure cost efficiency and alignment with event objectives.
3. Develop and maintain sourcing templates tools and processes that promote consistency and efficiency.
4. Negotiate review and manage contracts with hotels venues and vendors securing favorable terms while partnering with legal and other key stakeholders to identify and mitigate legal and financial risk.
5. Negotiate key contractual terms including rates concessions room blocks food and beverage commitments cancellation attrition force majeure liability commissions and rebates.
6. Monitor hotel room blocks including pickup and reconciliation and intervene as needed.
7. Support meeting managers with the development of detailed event specifications including room configurations food and beverage audiovisual and signage requirements.
8. Re-engage with hotel and venue partners during planning and event execution when changes to contracted terms dates meeting space room blocks or other commitments are required.
9. Lead the post-event contract closeout process including final bill review reconciliation of commissions and rebates resolution of billing discrepancies and negotiation of credits discounts or other adjustments as needed.
10. Manage the calculation tracking and reconciliation of airline hotel and venue commissions rebates and other negotiated financial benefits.
11. Coordinate event insurance requirements working with key stakeholders to ensure required coverage is in place.
12. Identify opportunities to optimize negotiated financial terms commissions rebates and other contractual benefits.

Vendor & Inventory Management

1. Establish and maintain a centralized list of preferred and approved vendors including production registration audiovisual transportation and other event service providers.
2. Maintain effective relationships with key vendors to support favorable pricing service levels and consistency.
3. Leverage preferred vendors and purchasing volume to support competitive pricing service levels and consistency across events.
4. Monitor vendor performance and address issues to ensure service-level expectations are met.
5. Maintain systems and processes for event-related inventory management in partnership with warehouse and operational staff ensuring appropriate tracking storage and availability.

What Were Looking For:

1. Bachelors degree in event management hospitality business supply chain or a related field or equivalent experience.
2. 35 years of experience in meetings and events hospitality hotel/venue sourcing strategic sourcing or a related field including demonstrated experience with hotel or venue sourcing RFPs and contract negotiation.
3. Experience managing vendor relationships and negotiating financial and contractual terms.
4. Experience with hotel commissions rebates attrition room blocks or post-event reconciliation preferred.
5. Experience with event insurance or contractual risk management preferred.
6. Association nonprofit or corporate events experience preferred.
7. CMP CMM or similar certification preferred.

Key Competencies

1. Strong knowledge of hotel and venue sourcing RFP development and contract negotiation.
2. Understanding of hotel contract terms including attrition cancellation force majeure liability concessions commissions and rebates.
3. Strong negotiation analytical organizational and problem-solving skills.
4. Ability to manage multiple projects and priorities simultaneously.
5. Strong communication and relationship-building skills with internal stakeholders legal hotels venues and vendors.
6. Ability to work independently while collaborating effectively with a team.
7. Strong attention to detail and ability to identify financial and contractual risks and opportunities.

The Best Part The Benefits!

To enforce the importance of work-life balance employees enjoy excellent benefits including:

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation personal sick and holidays
• Paid maternity and parental leave
• Tuition reimbursement
• Medical dental vision and prescription coverage
• On our Malvern campus: Free lunch every day when working on campus onsite fitness center and a beautiful 1.25-mile walking path!

Required Experience:

Manager