Registration & Housing Manager for Meetings & Incentives

Event Connections Group (ECG) is a high-end boutique events agency located in the Baltimore-Washington metropolitan area, which specializes in aligning their clients to the most appropriate resources for high-touch, results-focused events. ECG specializes in travel incentive programs, customer events, sales and business meetings and high profile donor events.

ECG is currently searching for an experienced Registration & Housing Manager to join our team and lead the Attendee Experience department managing the registration process for multiple events per year ranging from 50-700+ attendees. As a Registration & Housing Manager, you will own the entire event registration process from start to finish. You will manage the day-to-day activities of registration/housing projects; communicate with project teams to ensure deliverables are met; interface with clients on project timelines and status updates.

Key Responsibilities:

Attendee Registration Management

• Main point of contact for external clients and internal team in managing multiple programs simultaneously to ensure client goals are accomplished


• Lead group hotel room block and all contractual commitments (attrition, room list and billing)


• Develop and build event registration websites within the platform


• Report generation to include quality control processes


• Attendee communication - excellent written and oral skills


• Client-facing with attendees daily via email, phone, and video


• Tracking all attendee inquiries


• Qualify attendee data and maintain registration database with continual updates/changes


• Handle issues and challenges in professional and courteous manner


• Management of attendee extension requests with client, hotel and air partner


• Air travel coordination with air partner for A&D manifests


• Activity registration: capacities, minimums and maximums, waitlist


• Attendee survey


• Post-program: provision all final billing and attendee registration reports/manifests


• Navigate an array of client relationships and project timelines

Housing Management

• Create housing reservation website for city-wide conferences (1000-5000 room nights) to reserve hotel rooms against contracted Group inventory using Cvent, Swoogo and/or Passkey


• Manage multiple hotel room blocks; rooming lists; attrition/risk mitigation, and applicable guestroom related concessions


• Manage and update housing site with cancellations, changes, waitlisted rooms, and new reservations


• Coordinate/manage weekly cadence calls with client


• Produce weekly inventory pace reports outlining night by night and cumulative room nights sold for each hotel


• Produce a final reporting package for client post event

Qualifications (computer & communication skills):

• Strong proficiency with Google Suite and Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.


• Proficient with registration platforms and event management software (e.g., Swoogo, Cvent, or similar)


• Strong attention to detail


• Experience with Mobile Event App creation and promotion.


• Knowledgeable with Hotel Room Blocks, Hotel Contracts Terms.


• 2+ years of experience managing event registration for corporate meetings, conferences, or incentive travel programs


• Experience managing complex attendee data accurately


• Experience handling attendee communications, confirmations, and special requests


• Skilled in generating reports, tracking attendance, and managing payment processing


• Excellent organizational, time management, and problem-solving skills


• Ability to coordinate with multiple stakeholders including sales, operations, and suppliers


• Knowledge of data privacy and compliance best practices


• Customer-service oriented with strong written and verbal communication skills

Education and/or Experience:

• College degree is required.


• Minimum 3-5 years’ experience in incentive/meeting industry.


• Agency experience required.

Location:

• Virtual or hybrid work arrangements at our Severna Park, MD location are available.

Hours:

• Full-time position; standard business hours, Monday–Friday


• During high volume planning periods, longer hours as well as weekends may be required.


• Flexibility required to meet deadlines, attend virtual meetings, or coordinate with global partners across time zones

Applicant Notes:

• Along with your complete resume, please send your salary requirements to jack@eventconnectionsgroup.com.