Event Experience Manager, Life Sciences Congress Experience Required (Remote)

Meetings & Incentives Worldwide, Inc.

13d • Remote

About The Position

The Event Experience Manager will work closely with the client to understand the
program goals and objectives and provide a return on their investment throughout
each aspect of the program.  The Event Experience Manager focuses on tactical
operations and works with the operations team to provide optimal services to the
account to support those goals.  The Event Experience Manager works effectively
and efficiently with the internal support teams, external clients, and vendors
and stay in compliance with the corporate and/or pharmaceutical guidelines.

Life Sciences Congress Planning Experience Required

Requirements

• College degree or equivalent experience
• Minimum 5-7 years of experience in the meetings industry, specifically in operations
• Knowledge of virtual and hybrid event options
• Ability to travel on-site approximately 35% both domestically and internationally
• Proven excellent oral and written communication skills in both internal and client-facing environments
• Demonstrated track record of successfully managing multiple projects simultaneously
• Ability to deliver creative outputs in a constricted timeline while maximizing available resources
• Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
• Experience with database management programs (Cvent preferred)
• Minimum 3+ years of experience in Life Sciences programs, sales and/or clinical program management

Nice To Haves

• Experience working in a virtual office environment a plus

Responsibilities

• Project Management with consultative approach for virtual, hybrid or in person meetings
• Client, Financial, and Vendor Management
• Marketing & Sales, Event Design, and Onsite Services
• Manage multiple projects on tight timelines
• Event Management
• Follow all client mandated SOPs as required
• Digital producer and/or tech support for your own events
• Work with the Procurement Department to source and secure event space and guestrooms
• Understand, review and monitor contract terms, space, and guest room blocks
• Source, secure and manage all required suppliers for event including but not limited to DMC/Ground company, AV/Production company, Off-site venues, etc.
• Profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the Event, keeping event data and financial data accurate and up to date, at all times
• Create and manage the program agenda, event resume, event specification sheets and client and internal timelines based on company and client SOPs
• Have a working knowledge of Event Software capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owner’s needs
• Understand registration and reporting expectations for event. Where applicable, collaborate with M&IW’s Attendee Registration Department on all attendee communications, event reporting and housing inquires
• Guide internal and external teams throughout process through effective communication and organized plans
• Schedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetings
• Collaborate with M&IW’s Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if needed
• Work with M&IW’s mobile app team to create an app on a platform that meets the client’s event
• Act as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless event
• Collaborate with M&IW’s FLOW division to secure gift and giveaway items and products as requested by client, meeting client and company SOPs for multiple bids
• BEO review and execution
• Coordinate and schedule all required ground transportation using preferred vendors
• Creation/coordination of distribution of travel letters and departure notices
• Collaborate with creative team to design any promotional materials for the event, or any materials for distribution at the event
• Research entertainment options to meet theme and budget (DJ, band, dancers, performers)
• Create décor and lighting presentations based on theme and budget, working with production companies
• Create and manage diagrams based on guest counts, entertainment, equipment, A/V and lighting components
• Act as liaison between hotel/venue and all vendors, providing the support and communication required to produce a seamless show
• Create production schedule, supervise deliveries, setups and strikes of stage, A/V, lighting, décor, equipment
• Manage logistics and riders for entertainment companies
• Full understanding of client financial internal requirements and deadlines
• Budget creation/management
• Manage all event related payment requests and processing
• Full audit and reconciliation of the hotel and other vendor invoices
• Cost savings worksheet creation and management
• Final invoice document management
• Reconciliation management including estimated invoice and final invoice requirements
• Source, secure and manage all required suppliers for event to allow for the best services at the most effective pricing
• Negotiate cost savings and manage payment/reconciliation process
• Clearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the event
• Provide strong leadership and communication to both the Onsite team as well as all vendors, and the ability to lead events to allow for successful end results
• Manage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clients
• Create and manage Onsite Execution Plan for all staff
• Host daily staff meetings to keep staff updated and informed
• Be a true leader onsite for internal team/client and attendees
• Create and manage Onsite Emergency Preparedness Plan for your event
• Understand policies and issues pertaining to events with HCPs in attendance
• Knowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER)
• Partner with M&IW’s HCP compliance and reporting specialists to meet client’s Service Level Agreements.

Benefits

• Competitive salary
• Health, Dental, Vision and Life Insurance options
• 401K plan
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Global Giveback program for volunteer service
• Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level