Event Manager

*Permanent Part-Time (12 month contract) with the potential to extend beyond the initial 12-month contract, dependent upon performance and business need. This role typically works a regular 3-day per week roster that scales up in busy event periods. We pride ourselves on providing the maximum possible flexibility in working conditions.

About the VMA

The Venue Management Association (VMA) is an international peak Industry Association for venue professionals in the Asia Pacific region. We have approximately 1000 members representing over 300 major venues from Australia, New Zealand, and the Asia Pacific region.

Our membership consists of Entertainment Arenas, Sports Stadiums, Performing Arts Centres, Convention and Exhibition Centres, Showgrounds, Racecourses and the vast array of suppliers to the industry.

Based in Brisbane, the VMA provides their team a modern office in a central location and flexibility in office hours, along with the opportunity for travel to national events that the VMA hosts.

Main Objective:

The Event Manager is responsible for the successful preparation, coordination, and delivery of VMA’s educational events, including the Annual Congress, Venue Management School (VMS), Leadership Institute (LI), and the Institute of Venue Safety and Security (IVSS). This role requires a highly organized, detail-oriented, and proactive individual who can seamlessly execute complex events and support the VMA’s mission to foster industry collaboration and development.

Specific Duties:

Event Planning and Coordination

• Develop and implement detailed project plans for all VMA events, including budgets, timelines, resource allocation, and contingency planning.
• Collaborate with internal teams (Memberships and Marketing, Education, Admin and Logistics, Finance) to ensure all aspects of event planning and delivery align with organizational goals.
• Coordinate venue selection, contracting, and vendor management, ensuring quality service and adherence to budgetary constraints.
• Oversee event scheduling and timetabling
• Oversee the process of speaker and instructor liaison for VMA events

Event Execution:

• Oversee on-site logistics, including registration, room setup, audio/visual requirements, and coordination with event staff and volunteers.
• Act as a primary point of contact during events, ensuring all participants, congress speakers and sponsors receive top-tier service. Liaison for educational instructors is shared with the Education Manager.
• Manage the smooth delivery of the Annual Congress (Perth, 2025), VMS and LI (Kingscliff, NSW), and IVSS (Sydney), including travel arrangements, setup, and teardown.

Stakeholder Engagement:

• Support the CEO’s engagement with relevant event committees to ensure committee decisions are translated into event planning and delivery.
• Liaise with members, speakers, sponsors, and partners to ensure all stakeholder needs are met and expectations exceeded.
• Support the Memberships and Marketing team to maximize event promotion, attendance, and member engagement.

Post-Event Reporting and Analysis:

• Conduct post-event evaluations and prepare detailed reports on event outcomes, including feedback, financial analysis, and recommendations for improvement.
• Identify and implement opportunities to improve event quality, operational efficiency, and participant satisfaction.

Other duties may be required as directed by the Chief Executive.

Knowledge & Skills:

• Event Management Experience: Proven track record in planning, coordinating, and executing large-scale events, preferably in the association, entertainment or venue management industries.
• Stakeholder Engagement: Strong interpersonal and communication skills, with experience engaging with members, sponsors, vendors, and event participants.
• Project Management: Ability to manage multiple projects simultaneously, with exceptional attention to detail and problem-solving skills.
• Budgeting and Financial Acumen: Skilled in budget management, forecasting, and financial reporting for events.
• Team Collaboration: Proven ability to work closely and effectively with cross-functional teams, with a collaborative, team-oriented approach.
• Flexibility and Travel Readiness: Willingness and ability to travel across Australia for event delivery, as required.

Personal Attributes:

• Great work ethic, highly organised and self-motivated.
• Excellent verbal and written communication skills.
• Ability to complete tasks within allocated timeframes.
• Dedicated to the shared wellbeing and goals of the team
• Upbeat, easy going with a good sense of humour.
• Comfortable troubleshooting issues under pressure

Qualifications and Experience:

• Bachelor’s degree in Event Management, Hospitality, Business, or a related field.
• At least 5 years’ management experience in the event management or related industry.
• Familiarity with event management software and CRM tools.

Performance Measurement:

• Ongoing appraisal process.
• Success in this role will be measured primarily by the ability of the employee to deliver against the Specific Duties set out above.

Internal Liaisons:

• Chief Executive
• All other VMA Staff

External Liaisons:

• VMA Members
• VMA Board and Committee Members
• External Stakeholders, Members