Conference Coordinator - On-site
Conference Coordinator - On-site
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
About the Role: Responsible for providing administrative and event coordination support for the Content and Operations teams on SupplySide.
Key Responsibilities:
- Adheres to all event deadlines and provides administrative and coordination support for the Content Team so that all deadlines are met
- Attends regular meetings with Content and Events Teams to ensure event objectives are supported and all event deadlines are met
- Contributes to content goals and stays uptodate with industry news relevant to the position
Provides speaker coordination support including:
- Contracting speakers
- Coordinating speaker proposal process and submissions/applications review
- Coordinating preevent planning calls with speakers & moderators
- Collecting speaker bios headshots and other necessary information for promotion and print
- Fulfilling speaker badge requests housing requirements and travel needs
- Submitting check requests for payment and/or reimbursement; adhering to speaker budget and tracking honorariums and expenses
- Collecting reviewing and distributing speaker presentations
Provides conference planning operations and marketing support that includes assisting with:
- Inputting programming into conference management software and technology for inclusion in marketing pieces websites and event mobile app. Updating session descriptions and details as needed
- Coordinating and communicating with event marketing team to ensure efficient execution
- Review print and digital marketing materials for accuracy and completion
- Helping update and improve conference processes
- Working with operations team sponsorship team and speakers to determine room sets AV needs for each session
- Coordinating with operations team on conference signage work orders and conference room floor plans
- Overseeing preplanning activities for Good Manufacturing Practices courses and ensuring their seamless execution onsite
Provides onsite event production support that includes:
- Traveling domestically to inperson events 46 times per year
- Assisting the Conference Team with speaker management
- Training temporary staff
- Overseeing speakerready room and/or education rooms
- Helping with A/V PowerPoint setup and speaker preparation in presentation rooms
- Offering a high level of service to speakers and conference attendees/exhibitors/sponsors at all times
- Overseeing speaker and speaker guest registrations and hotel needs
- Working with the Operations Team to help ensure that rooms are set up correctly and meet programming needs
- Assisting Audio/Visual teams and speakers to ensure successful A/V for speaker presentations and content recording
- Assisting with occasional onstage introductions and speaking needs
Provides postevent support that includes:
- Assisting in executing postshow attendee program survey for feedback on program quality and themes.
- Assisting content and marketing team with speaker presentation sharing postevent
- Participating in show review/download process to reflect and improve the show each year
- Collecting and sharing session leads and counts as needed
- Contributing to postshow data reporting
- Auditing financials postevent and managing speaker reimbursements
- Provides various administrative support to content team
- Freelance writer coding and invoicing
- Editorial board deliverables
Qualifications :
What you bring to the team:
- Prefer 2 years of experience in exhibitions and/or conference operations and/or customer service
- Experience in systems and technologies such as:
- Microsoft365 including Word PowerPoint and Excel
- Strong organizational skills and attention to detail
- Project management skills (an ability to coordinate efforts schedules and deadlines across events and teams)
- Comfortable working and problemsolving in fast and changing environments
- Articulate and responsive in communications eloquent in the written and spoken word and able to build strong business relationships. Welldeveloped presentation skills
- Selfmotivated able to manage multiple deadlines and activities simultaneously
- Experience in Sessionboard or other speaker/session management platforms and Swapcard A2Z and/or other similar virtual event platforms a plus
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
