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 balance—in 2026 Philly.com 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 You’ll Do Sourcing & Contracting Partner with meeting managers and business units to understand event requirements and develop sourcing strategies. 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. Develop and maintain sourcing templates, tools, and processes that promote consistency and efficiency. 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. Negotiate key contractual terms, including rates, concessions, room blocks, food and beverage commitments, cancellation, attrition, force majeure, liability, commissions, and rebates. Monitor hotel room blocks, including pickup and reconciliation, and intervene as needed. Support meeting managers with the development of detailed event specifications, including room configurations, food and beverage, audiovisual, and signage requirements. 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. 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. Manage the calculation, tracking, and reconciliation of airline, hotel, and venue commissions, rebates, and other negotiated financial benefits. Coordinate event insurance requirements, working with key stakeholders to ensure required coverage is in place. Identify opportunities to optimize negotiated financial terms, commissions, rebates, and other contractual benefits. Vendor & Inventory Management Establish and maintain a centralized list of preferred and approved vendors, including production, registration, audiovisual, transportation, and other event service providers. Maintain effective relationships with key vendors to support favorable pricing, service levels, and consistency. Leverage preferred vendors and purchasing volume to support competitive pricing, service levels, and consistency across events. Monitor vendor performance and address issues to ensure service-level expectations are met. Maintain systems and processes for event-related inventory management in partnership with warehouse and operational staff, ensuring appropriate…

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