Freelance Event Travel Manager

About TAIT

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics.

About the Role: Freelance Event Travel Manager

We are looking to add great Freelance Event Travel Managers onto our roster. By applying here you will be considered for upcoming short & long term contracts with TAIT. This application is not for full-time employment.

The Freelance Event Travel Manager is responsible for overseeing the travel & logistics across a variety of projects for TAIT and its clients. This includes: Flights, accommodation and ground transport.

The Freelance Event Travel Manager will work closely and collaboratively within the Project Operations Department, and be very closely supported by the Senior Project Leadership team on each project.

Key Responsibilities

• Day-to-day contact for Client travel partners/vendors.
• Responsible for overseeing day to day travel needs for all supplier groups across a variety of projects, all varying in size and scope.
• Responsible for providing travel vendors with accurate, up to date supplier information related to travel.
• Manage and track travel related data including flights, ground transport, accommodations.
• Works to maintain and uphold event travel policies and procedures.
• Support with rooming assignments, strategy and oversight of accommodation plans between all properties.
• Oversee accommodation assignments and communications between event travel partners.
• Quality assurance at all properties and vendor/supplier oversight of scopes.
• Manage internal team travel requirements (including flight bookings, hotels, rental vehicles, and more).
• Includes supporting internal reconciliation process, receipt submissions and billbacks.
• Support with RFP development, circulation and oversight.
• Budgetary support and oversight including regular reconciliation and spend analysis.
• Assist with the creation of the After-Actions post event report, including qualitative feedback and data/metrics developed throughout the execution of the event.
• Participate in regular department meetings (Video Conference, Call, in-person, as appropriate) to receive updates, communication, and workshop ideas.
• Other travel & logistics duties as required.

Qualifications

• Excellent interpersonal & communication skills, both verbal & written.
• Bachelor's degree and/or a minimum of 5+ years of international live event, entertainment, live theater, touring concert and/or production travel management experience at the managerial level.
• Computer skills: Macintosh OS or Window platform using Microsoft Office, especially Outlook, Excel, and Powerpoint.
• Experience using AirTable, Smartsheets, or similar database and tracking software.
• Strong knowledge of international event industry and core event production elements, terms, and process.
• Available across multiple time zones and ability to work irregular hours as travel is always changing.
• Strategize, meet and devise plans with executives and core team members.
• Play a key role in communications with all stakeholders and all departments.
• Strong project management and budget experience.
• Guarantee communication paths are frequent and open.
• Ensure that all work conforms to pre-established specifications & standards of TAIT.
• Take initiative, multi-task, and work positively in a fast-paced environment.
• Work with discretion, diplomacy, confidentiality, and tact in high-pressure settings.
• Demonstrate a sense of urgency & act responsively.
• Work independently as well as within a team environment.
• Supremely organized, detail-oriented, and thorough.

Key skills/competency

• International Event Travel
• Logistics Management
• Vendor Relations
• Budget Management
• Project Coordination
• Travel Policy Enforcement
• Data Tracking
• Accommodation Planning
• Client Communication
• Quality Assurance