Cvent Event Specialist (Contract)

Brand Revolution                                      Title: Cvent Event Specialist (CONTRACT)

JOB DESCRIPTION Reports To: Senior Event Producer

Contract Term  - Effective: January – October 2025

SUMMARY:

Reporting to a Senior Event Producer and working directly with our client liaison, as well as with other Brand Revolution agency teams, the primary responsibility is supporting our client’s 2025 two-city event series for their Cvent registration site build, ongoing maintenance, and revision.  This position will also manage the build, ongoing maintenance and deployment of their Cvent program apps. 

The Cvent Specialist will work as part of the project team from January 2025 until post-event reports in October 2025, fulfill the additional role of pre-event Registrar, and will travel with the Events team as On-Site Registrar for both events. Dates and locations are currently being sourced and are both domestic US cities.

We are looking for someone with a passion for the event industry, who wants to join an agency that believes in creating authentic and meaningful human-to-human connections.

This role is for someone who: has a proven history of successful Cvent execution and maintenance, is an organized and methodical thinker, is comfortable interacting with the client and their guests, and is able to successfully capture all pertinent event information and revise the Cvent site when needed. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Leads client through questionnaire process that helps to create/ refine registration and app systems to meet their event needs.
• Clones/ revises/ maintains/ updates the registration sites. We will have (2) separate sites for the (2) 2025 events each for approximately (250) attendees.
  1. The Brand Revolution Creative Team creates background images and uploads them into the Site Designer. Copywriting team creates the copy, but the Cvent Specialist uploads them. 
• Creates/revises all registration types, admission fees, and agenda as directed by Project Lead. 
  1. The relevant registration types may change from city to city.
• Creates session locations for each venue as provided by Senior Event Producer.
• Creates agenda with Included and Optional Sessions, descriptions, and locations.
  1. Session titles and descriptive copy will be sent to Brand Revolution via shared documents (e.g., Google Docs).
  2. Hands-on training session registration limits are set by Client. This role will help to maintain and report on these registrations and any associated wait lists.
• Creates speaker profiles, and links to relevant sessions.
  1. Uploads speaker bios, headshots, and individual business links.
     
     
• Makes all agenda and/or speaker changes as directed by the client via Brand Revolution Account Services.
• Integrates travel opportunities into Site Designer including Passkey for hotels and an air travel agency for flights. Create live links to reports as needed for air and hotel management (and others as requested).
  
  
• Creates all registrant-specific emails in Email Designer, and schedules them for distribution. There are pre- and post-event emails.
  1. Our Creative team creates background images and descriptive copy for the emails, and the Cvent Specialist uploads them. Each city has its unique header for emails.
• Conducts appropriate testing of all registration sites and apps for internal and external approval.
• Replies to registrant queries as Lead for a team of registrants with a 48-hour limit.
  
  
• Creates Event App using Cvent Event App builder. Confirms all images are clear and unobstructed.
• Liaises with Client for push notification details (title, copy, audience, date, etc.) using Cvent push template. Details will also be sent to Brand Revolution via a shared documents folder.   Manages additional notifications that need to be sent live while on-site.
  
  
• Acts as On-Site Registrant for all events with access to Cvent dashboard.
• Coordinates with Senior Event Producer and/or client for on-site registration issues.
  1. Helps with missing/last-minute registrations, session changes, etc. 
• Sets up and maintains Registration Desk on-site in coordination with Event Producer.
  1. Ensures lanyards, badge holders, and Cvent printer system are ready to go. 
• Pre-prints all badges on-site as needed for Client team, VIPs, etc.
• Trains and manages on-site team of brand ambassadors (internal and/or external) for Registration Desk.
  
  
• Participates in internal brainstorming and strategic discussions as needed by project lead.
• Participates in regular client-facing meetings as requested by Project Lead
• Builds and sends out post-event surveys and reports on results
• Participates in pre-con meetings and staff training sessions before SKP events.
• Participates in post-con meetings after each event.

MINIMUM QUALIFICATIONS

• You have 3 – 5 years’ experience working in event planning, meeting planning, experiential marketing, or other comparable corporate environments. 
• You have 3+ years’ experience in Cvent Registration creation and an intermediate or higher understanding of Excel and Google Suite.
• You have a mastery of the Cvent suite of tools and understand how to navigate their customer service system to find answers and solve problems.
• You have successfully built, managed and deployed a Cvent registration system within the last 6 months for an event of comparable size.
• You have built and managed an event app for a program of comparable size within the last 12 months.
• Ability to travel for assigned projects domestically. up to 5% of the year.

KNOWLEDGE, SKILLS & ABILITIES:

• You are personable, upbeat, and have a professional communication style. 
• You have the ability to communicate clearly, both verbally and in writing, for internal and external stakeholders.
• You are extremely meticulous & well-organized, able to track, update, traffic and manage many specific details for multiple events at the same time.
• Experience working with Clients in the beauty or haircare industry preferred.
• Familiarity with online meeting systems; knowledge of Google Meet meeting preferred.
• Ability to travel as needed for client events. (Approximately 5% of the time.)
  1. Current timeframes are mid-May and mid-September.

EDUCATION & TRAINING:

• Cvent certification or in-depth experience using the software is a plus.

PHYSICAL REQUIREMENTS:

• Ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, and use a computer, and telephone. 
• This position will require continuous viewing of a computer screen and sitting for extended periods of time.
• Must be able to stand for up to 3 hours at a time when on-site.
• Must have a suitable remote office work environment and provide all equipment on one’s own.

REASONABLE ACCOMMODATION

It is the policy of Brand Revolution to comply with all Federal and state laws concerning the employment of persons with disabilities and to act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, it is the company policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training or other terms, conditions and privileges of employment.