Trade Show & Events Planner

Revance • Nashville, TN

5h • Onsite

About The Position

The Trade Show & Events Planner has lead responsibility for the maintenance of the annual trade show schedule, budgets, and vendor relationships. This role will coordinate booth logistics and booth design in coordination with the Director, Corporate Experience & Events, and the Executive Director, HCP Education. It will provide information and resources for each meeting regarding travel for company attendees. The T&EP will manage booth staffing, swag, lead retrieval and post-meeting reporting, and analyze event performance to improve future shows. This role will support Nashville HQ-based events with administrative elements, including staffing, financial reporting, supply ordering, and material preparation. This role requires strong organizational, communication, and project management skills.

Requirements

• Bachelor’s degree
• 5+ years’ directly related experience.
• Exceptional project management skills, with the ability to work 6-9 months in advance of a show, while managing needs for upcoming shows.
• Lead responsibility for budget planning and management.
• Outstanding communication and interpersonal skills, with the ability to collaborate effectively with stakeholders at all levels.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.

Nice To Haves

• 5-7 years’ experience in tradeshow or similar event planning and execution.
• Experience in the aesthetics industry.
• Proven track record of successfully managing timelines and budgets.
• Experience with a regulated pharmaceutical industry that requires multiple levels of input and approvals for projects.

Responsibilities

• Working with Director, CE&E and cross-functional team leads, manage a plan that supports the company’s presence at trade shows.
• Create and maintain a proactive project management structure to ensure that all deadlines are met with considerable lead times that allow for collaboration among brands, sales, and medical legal review.
• Track progress toward deadline approvals, and proactively remind stakeholders of upcoming needs to meet those deadlines.
• Work with Director, CE&E to plan, manage, and execute events at Nashville Corporate HQ and off-site activations as needed to support the Corporate Experience & Events and HCP Education team success.
• Manage all payments and ensure all payment dates are met with societies and vendors.
• Create and maintain appropriate budget tracking, vendor setup, and payments.
• Secure additional meeting space, F&B, A/V, and other needs for Advisory board meetings at sponsored conferences.
• Coordinate directional and promotional signage for receptions and ad boards.
• Secure rooms for sponsored receptions at tradeshows as needed.
• Coordinate all logistical aspects, including booth arrival, setup, and teardown.
• Arrange travel and accommodation for staff when needed.
• Provide room block links and show dates to staff who have been invited to attend.
• Manage the inventory of promotional items and materials.
• Coordinate booth design and build in partnership with Director, CE&E and Executive Director, HCP Education.
• Coordinate and ship marketing collateral for the booth.
• Create and manage booth coverage and schedule, including providing travel guidance and instructions to those attending the meeting for Revance.
• Calendar management for meeting and presentation invites to internal and external stakeholders.
• Develop and execute pre- and post-event marketing and communication plans.
• Ensure the company’s messaging is consistent and effective.
• Manage staff schedules and ensure smooth operations during the event.
• Oversee the installation and dismantling of booths.
• Act as point of contact for exhibitors, vendors, and attendees.
• Secure lead capture device/app at each show.
• Post event, provide lead list to Sales Directors and Commercial IT team to upload into OCE.
• Analyze event outcomes to report on performance and make recommendations for future events.
• Provide contracts for all speakers using approved templates and FMV.
• Ad board attendees.
• Determine FMV and contract details (prep time, talk time, etc.)
• Initiate in Conga contract management portal, and fully execute well in advance of the meeting.

Benefits

• Competitive Compensation including base salary and annual performance bonus.
• Flexible PTO, holidays, and parental leave.
• Generous healthcare benefits, HSA match, 401k match, employer paid life and disability insurance, pet insurance, wellness discounts and much more!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees