Event Planning and Management

? Manage events annually from start to finish— concept, design, deployment and testing (virtual events) and on-going support

? Establish meeting goals/objectives in coordination with editors and partners (where applicable)

? Build, update, and manage conference website

? Conduct site inspections as necessary, for conference locations. Identify best options with respect to layout

specifications, location, costs, reservation policies and other demographic details

? Review and negotiate contracts with venues and other conference vendors. Work with legal team to execute

contracts

? Effectively draft and communicate all conference-relevant information to vendors, speakers, abstract presenters and

attendees and internal stakeholders

? Monitor progress and communicate all updates to the organizing committee and client partners

? Ensure that program deliverables are on time, within budget, consider SN goals, and planned at the required level of

quality

? Work closely with marketing teams to communicate marketing plans to editors/speakers; track results

? Manage on-site logistics at select conferences and exhibits per contract agreement

? Manage partner/sponsor expectations

? Be responsible for accurate and timely revenue and expense tracking against the budget. Manage invoices for

conference expenses

? Determine signage and other conference printed products and coordinate with either our internal design teams or

the client partner’s design team

? Admin duties and projects as assigned by line manager

Reporting

? Work with Senior Manager to identify risks and opportunities

? Develop monthly reports to Senior Manager: budget tracking, milestones, registration, abstract submissions, etc

? Conduct post-conference debriefs with external and internal stakeholder and compile details for reporting

? Make recommendations throughout the planning and at the end of the event on any relevant issues that may need

improvement

Key Relationships:

? Internal: Editors, Senior Event Manager, Conference Managers, Marketing Manager, Sales, Finance, Legal, Content

Services Team

? External: Client partners, Sponsors, Hotel and Convention Center Representatives, Vendor Representatives, Speakers

and conference attendees (and all of their administrative teams)
Qualifications:

? B.S. or B.A. Degree, discipline not as important as experience coordinating conference events

Experience:

? 3+ years’ experience in events management, preferably with experience managing academic focused events with

international audiences