Motivated Event Manager bringing over 15 years of experience delivering small to large-scale events on-time and within stringent budgets. Talented at identifying potential problems, promptly mitigating risks and actively resolving conflicts to ensure member satisfaction and positive participant experience.
Overview
16
16
years of professional experience
Work History
Project Manager and Event Producer
Neolé
02.2020 - Current
Oversees logistical planning and implementation of Neolé’s clients’ virtual, in-person and hybrid events
Builds and maintains close working relationships with Neolé’s clients, team members and consultants to facilitate smooth coordination and planning processes
Oversees work planning to ensure effective fulfillment of established objectives
In collaboration with the CEO and other team members, manages each event budget and other resources, ensuring adherence to financial controls as well as organizational policies and procedures
Collaboratively defines deadlines with clients responsible for the meeting program and agenda and ensures they are clearly communicated and monitored with all team members, consultants and the client team working on the event
Organizes planning meetings, run-throughs, and rehearsals with clients responsible for the meeting program and agenda, to facilitate smooth communication and coordination
Oversees the negotiation of simultaneous interpretation, closed captioning and other relevant conference service and equipment/software contracts
Prepares and customizes event and software instruction sheets and slides to be shared with event participants
Manages breakout rooms and provides advice on how to moderate breakouts based on client’s needs
Prepares post-event reports, recording and collects meeting materials like slides, videos, transcripts, chat conversations, etc
According to client needs
Liaises with other team members when recordings require editing
Coordinates live performances both virtually and in hybrid events
Coordinates live streaming with the client’s guidance
Develops, customizes and manages participant registration systems
Oversees the coordination of simultaneous interpretation services (resolving technical issues, conducting quality control spot-checks)
Helps resolve last-minute presenter or participant changes or emergencies
Programs and customizes software for team collaboration or socializing (i.e., gather.town, HowSpace, Stormz)
Organizes icebreakers, warm up exercises, cultural or artistic activities for some events based on client’s requirements
Writes and edits reports and case studies.
Acts as a team leader in group projects, delegating tasks and providing feedback.
Events Manager
Independent Consultant
05.2015 - 11.2019
Planned and managed the logistics of local, regional and international events for various organizations in Canada, Mexico, Kenya, the Philippines, Brazil, Indonesia, Sri Lanka, Malaysia, Thailand, Nepal and others of up to 500 participants
Developed and monitored all logistical aspects of event budgets up to USD 1,000,000
Including negotiation of local DMCs, hotels, transportation, catering, simultaneous interpretation and other relevant conference service and AV equipment contracts
Collaborated with various committees regularly on program development, content, agendas as well as resource development and session planning objectives
Developed and managed event workplans and operating schedules and ensured contractors’ adherence
Collaborated with IT and Communication teams to develop, customize and manage online and onsite registration, as well as ongoing website updates related to each event
Oversaw and directed communications (in English, French, Spanish and/or other languages as needed) with sponsored participants to facilitate visa applications, registrations, and book airfare, confirm hotel reservations, coordinate airport-hotel transportation, respond to special needs, and share important logistical information
Conducted risk assessments and developed mitigation strategies to ensure the highest level of safety, security, medical access and emergency contingency plans
Coordinated with relevant hotel and venue representatives, developing and managing rooming lists, considering participants wellbeing, accessibility, and safety
Coordinated on-site logistics of each event with very positive feedback as reported in meeting evaluations
Oversaw the coordination of AV equipment, technicians and simultaneous interpretation services (testing, selection, contracting, resolving technical issues, conducting quality control spot-checks)
Supervised design and production of meeting banners and other promotional materials (conference bags, etc.), in coordination and communication with relevant program staff
Provided training, guidance and leadership to junior employees and onsite staff
Managed post event closeout of financials within the defined timelines and provided materials and necessary information for archiving.
Solicited feedback from clients to assess event success and uncover opportunities for improvement.
Interviewed clients to understand event scopes of work and establish budgets.
Production & Events Manager
Association for Women’s Rights in Development
05.2013 - 04.2015
Planned for and led the high-quality production of a wide range of online and print materials to support the achievement of AWID’s outcomes and effectively communicate AWID’s mission to diverse audiences
Oversaw the logistical planning, implementation, and evaluation of five AWID internal and external events of up to 40 people
Facilitated on-going learning and improvement to streamline production processes to meet objectives effectively and efficiently
For example, the development and implementation of a publication production streamlined system that included planning along with programmatic teams, transforming the initial text version into a final edited, translated, proofread, designed, printed, and disseminated product
In collaboration with relevant programmatic staff, oversaw the Production & Events budget of USD 500,000 and other resources, ensuring adherence to financial controls and organizational policies and procedures
Managed a team of three direct staff and led processes overseeing the work of peers and non-direct reports, providing direction, managing performance, and overseeing work planning to ensure effective fulfillment of the team and organization’s objectives
Contributed to the development of and managed the production, design, translation, and dissemination of key 2016 Forum communications and marketing products such as the Forum ‘branding’, website and save the date reminders
Created a photo bank and media library (photographs, video, or other electronic means) of the various event programs
Managed the collection of post-event evaluations and actively participated in post-event debriefs.
Forum & Events Manager
AWID
10.2010 - 04.2013
Provided strategic leadership in the logistical planning, implementation, evaluation and reporting of the 2008 and 2012 AWID International Forums (of 1500 to 2000 participants) and close to a dozen other AWID internal and external convenings
Coordinated the final stages of the 2008 Forum evaluation as well as 25 seed grants of $5K/each – grantee and external communications and donor reporting
Led the 2012 Forum site research and contributed to site selection decisions
Coordinated successful site visits to Hungary and Turkey
Initiated and participated in meetings with local women’s groups, to understand local dynamics and expectations of the Forum
Negotiated with government officials from Turkey to secure support with facilitating visas and other incentives
Successfully completed the Forum venue contracting in Istanbul securing the best-discounted rates as well as contracts with other vendors and suppliers
Revamped the Forum website
This was done in two stages: 1) populated the 2008 Forum website with content produced during that Forum and 2) In collaboration with the Communications team, built a new open-source website for 2012 that was more user friendly for both visitors as well as for staff uploading content
Oversaw the drafting, editing, translation, design, and dissemination of Forum information on awid.org and the 2012 Forum website as well as other Forum communications
Proactively initiated the Call for proposal process, engaging the appropriate managers and staff
Managed a team of three direct staff and led processes overseeing the work of peers and non-direct reports, providing direction, managing performance, and overseeing work planning to ensure effective fulfillment of the team’s objectives
Developed a detailed forum workplan involving not only direct team, but also the whole organization and oversaw the implementation of it
Collaborated in the design of a staff communication process to ensure that staff was well informed and engaged in the Forum preparatory process
Played a key role in convening and working with the IPC (International Planning Committee) i.e., organized one in-person meeting in Istanbul, developed some and assembled all required background documentation for the IPC meeting, and communicated regularly with IPC members, in accordance with established Forum timeline.
Demonstrated respect, friendliness and willingness to help wherever needed.
Forum & Events Coordinator
AWID
05.2007 - 10.2010
For the first time at AWID developed and managed a central database to manage session proposals, registrations, access funds, flight, and hotel bookings as well as financial records and donor reporting
Led team to filter over 1,000 session proposal submissions
Prepared clean and formatted reports for IPC review and maintained the database with final accepted sessions and related information in French, Spanish and English
The data was effectively organized for easy conversion to a draft version of the Forum program
Once final proposals were selected, I coordinated a team to communicate decisions on accepted and rejected proposals to the over 1,000 submissions in 5 different languages
Maintained prompt communication with organizers of selected session proposals in Spanish
Coordinated pre-Forum and onsite registration, including developing forms, translation and trained staff as needed to implement the registration system with support from the local PCOs and DMCs
Supported the Forum Manager in the development of the forum program. For example: aligning expected session size with appropriate rooms and interpretation capacity, scheduling all activities including breakout sessions, talk shows, craft marketplace, exhibit hall, theatrical productions, a march organized in collaboration with activists from Cape Town and other parts of South Africa, a party, a gala dinner, among others
Actively participated in the development of a new Access Fund (travel grants) model and coordinated their travel and hotel arrangements (400 sponsored delegates)
Supported the Forum Manager onsite during the 2008 Forum: Overseeing over 144 sessions, Organizing over 50 interpreters, Coordinating with plenary speakers in various languages, Overseeing the marketplace, exhibit hall, theatrical productions, Ensuring adequate signage and maps, Overseeing on-site meals for close to 2,000 participants
Worked effectively in fast-paced environments.
Education
Post Graduate Diploma - International Project Management
Humber College
01.2006
MBA -
Universidad Icesi
01.2004
Skills
Featured Skills
Outstanding event planning, execution, and budgeting
Extensive experience with hotel and venue selection processes as well as offsite gatherings, hospitality, transportation logistics and social event management
Outstanding on-site management of large events
Highly motivated and able to thrive in a constantly changing environment
Advanced knowledge of
Microsoft Office, registration and event software as well as team collaboration and workplanning software like Asana, Mondaycom and many others
Accomplishments
Effective risk management: safety, human resources and financial
Strong analytical mindset and organizational skills
Effective cross cultural and multilingual collaboration
Able to resolve conflicts and build consensus in a team, with peers and other stakeholders
Extensive membership or association experience, with an profound understanding of governance structures as well as Board and committee dynamics
Selected Accomplishments
When producing at Neolé Inc., Lina has engaged large numbers of people (40 to 800) in impeccably run events such as online, hybrid and in-person summits, symposiums, focus groups, hybrid workshops, planning meetings and annual events
Lina has successfully led dozens of projects and events while working at Neolé Inc
From agenda development, to work planning, registration management, simultaneous interpretation coordination, AV and technical overseeing and participant engagement
She has exceeded client’s expectations and contributed to lower stress levels for multiple teams and organizations
More details available at www.neole.ca
BEFORE NEOLÉ:
Successfully spearheaded the planning and flawless execution of all key logistical arrangements for diverse local, regional, and international events with participant numbers ranging from 40 to 2000
Culminated in events that met organization goals, participant, member and presenters needs
Holistically managed these events, including hotel identification, offsite gatherings, hospitality and social event management, marketing and communication as well as transportation logistics
Effectively collaborated with program managers and external stakeholders as required, ensuring alignment with organizational objectives and participant requirements
Ensured smooth post-event continuation of programs and initiatives, consistently meeting organizational goals
Achieved consistent quality and excellence of event programs by managing budgets and planning
Strategically partnered with key stakeholders on event innovation and end-to-end event planning and execution
Demonstrated the highest level of team, onsite staff and volunteer leadership to ensure seamless events
Effectively collaborated on the design, implementation, and maintenance of several event websites
Spearheaded the successful development of registration systems and databases as well as event apps
Oversaw the production, design, translation and dissemination of key event’s communications and marketing products: Branding, Call for Proposals and Abstracts, Social Media strategy, Program and Schedule booklet, banners, and name tags.
Languages
Effective verbal and written communication in both English and Spanish particularly on marketing and communication of events. Fluent in Spanish and English
Timeline
Project Manager and Event Producer
Neolé
02.2020 - Current
Events Manager
Independent Consultant
05.2015 - 11.2019
Production & Events Manager
Association for Women’s Rights in Development
05.2013 - 04.2015
Forum & Events Manager
AWID
10.2010 - 04.2013
Forum & Events Coordinator
AWID
05.2007 - 10.2010
Post Graduate Diploma - International Project Management