Hotel & Travel Operations Manager at Geek/Pop Culture Events Company

Job Summary: 

GalaxyCon is a festival of fandom that celebrates comic books, pop culture, sci-fi, fantasy, anime, gaming, cosplay, and more. GalaxyCon is more than a comic-con, it’s a galaxy of fun! 🚀 

We are looking for a Hotel & Travel Operations Manager who will be responsible for all aspects of travel planning and coordination for our live events across the country. You will work with hotels, airlines, and other travel service providers to negotiate contracts, book travel, and manage expenses. 

Key Responsibilities:

• Source, evaluate, and negotiate hotel contracts for room blocks, meeting space, concessions, and amenities across multiple cities and venues, ensuring competitive rates, favorable terms, and maximum value.


• Act as the primary point of contact for all hotel partners, managing communications pre-event, on-site, and post-event to resolve issues and maintain positive relationships.


• Maintain accurate and up-to-date rooming lists using platforms like Passkey, and oversee their integration with internal tools or event platforms for real-time updates.


• Track key contract performance indicators, including room pickup, attrition rates, cutoff dates, and rebate goals, and proactively communicate with hotel partners to mitigate penalties or shortfalls.


• Review and reconcile hotel invoices, ensuring accuracy of charges, proper application of rebates, and compliance with contract terms before approval and payment.


• Analyze post-event hotel performance, including pickup reports, rebate totals, and feedback from talent and staff, and make strategic recommendations for future events.


• Coordinate closely with internal departments (talent, programming, customer service, operations) to ensure alignment between rooming needs, schedules, and deliverables.


• Assist in sourcing overflow hotels or last-minute accommodations when needed.


• Handle any issues or changes that may arise from travel arrangements, such as delays, cancellations, or emergencies.


• Other job duties or assigned. 
  
  

Qualifications:

• At least 2 years of experience in negotiating room blocks and hotel contracts for events, conventions, or festivals.


• A willingness to travel frequently and work on weekends and holidays.


• A strong network of contacts and relationships in the travel industry.


• Strong written and verbal communication skills


• Excellent organizational and project management abilities


• A passion for comic books, pop culture, sci-fi, fantasy, anime, gaming, cosplay, and more


• A willingness and ability to travel to GalaxyCon events, which may require working on weekends and holidays 
  
  

We offer a competitive salary, comprehensive benefits package, and opportunities for growth and advancement within the company. If you are a self-motivated and detail-oriented individual with a passion for all things pop culture, we encourage you to apply for this exciting opportunity to join our team at GalaxyCon LLC.

Super Festivals LLC and GalaxyCon are an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, national origin, religion, sex, disability, sexual orientation, gender identification, or being a qualified disabled veteran or qualified veteran of the Vietnam era or any other category protected by Federal or State law.