Job Title: Events & Conferences Planner

Revision: 0002

Job Code: 703681

Shift: Monday-Friday, Day Shift

FLSA: OT Eligible

Hybrid? Y

Dept.: Sales & Marketing (BBG)

Business Unit: BioBridge Global

CPF Level: P2

General Summary

The Events & Conferences Planner reports to the Marketing Manager and is responsible for the logistical

coordination and execution of BioBridge Global’s (BBG) industry focused events. He/She will collaborate with all business units to promote BioBridge Global brands at tradeshows, conferences and BBG hosted events. Responsibilities include maintaining the BioBridge Global events calendar and budget.

Commit to and abide by the character of BioBridge Global’s Core Values of Accountability, Stewardship, Pioneer, Integrity, Respect and Excellence (ASPIRE). Support, communicate and reinforce the mission and vision of the enterprise. Provide world class customer service by capturing and being responsive to the voice of the customer (internal or external, including donors for select positions) through multiple feedback channels in order to resolve issues and drive satisfaction in accordance with the BBG customer engagement, feedback, and complaint processes. It is essential that the incumbent have a valid driver's license and be at least 18 years old with a good driving record to meet organization driving standards.

Major Duties and Responsibilities

Essential Tasks

Industry Tradeshows and Conferences:

• Research, present, secure, and coordinate sponsorship opportunities.

• Contract tradeshow space and coordinate with event management company for onsite materials and services.

• Manage attendee registration, hotel accommodations and booking of business meeting space.

• Work with BBG teams on design and execution of exhibit assets as needed.

• Assist in creation and delivery of promotional content related to sponsorships.

• Provide support for promotional activities.

• Coordinate timely shipment of exhibit materials to and from events.

• Develop booth staffing and activities schedule.

• Create and deliver an internal “Know Before You Go” communication outlining onsite logistics and roles and

responsibilities, for booth staff and company attendees.

• Main point of contact for support during events – to ensure convention operates smoothly. Travel not required.

• Reconciliation of invoices and payments, ensuring costs remain within conference budget allocation.

• Send post-event survey to internal attendees and collect feedback.

• Maintain database of venues and vendor contacts.

• Clean, store, and maintain function of booth assets.

• Maintain par levels of conference giveaways and collateral.

• Maintain memberships with professional organizations (trade associations and scientific organizations).

BioBridge Global Hosted events:

Coordinate with internal teams and external vendors on event logistics such as:

• Creation of event/tour agenda
• Guest list/internal participants/assignment of tour guides
• Booking of location(s)
• Invitations, lodging and transfers for guests
• AV equipment
• Registration of guests into visitor system, Envoy
• Promotional Materials
• Catering/refreshments
• Event expense tracking as needed
• Provide onsite support on day(s) of event.
• Reconcile honoraria as needed.
• Follow-up activities, as needed.

Performs other duties as assigned.

Non-Essential Tasks

Education

Requires a Bachelor’s Degree from an accredited four-year college or university.

Will consider an Associate's Degree in Hospitality Management or Meeting and Event Planning with at least three years experience.

Licenses and/or Certifications

Valid United States Driver’s License Certified Meeting professional (CMP) Certified Special Events Professional (CSEP) Certified in Meeting Management (CMM)

Experience

Requires two or more years of customer facing experience.

At least three years’ experience of meeting planning experience preferred.

Knowledge

Must have knowledge of event management.

Must have experience with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Skills

Must be organized and detail oriented.

Must be experienced in expense reconciliation.

Must have excellent telephone and/or email etiquette.

Must have excellent written and oral communication, and people skills.

Must be capable of operating motor vehicles in all types of weather conditions.

Abilities

Must be able to keep information confidential.

Must be able to multi‐task in a fast‐paced work environment and perform multiple requests simultaneously

while maintaining quality and accuracy.

Must be able to work independently.

Must be professional, creative, and assertive.

Working Environment

Works in well-lighted, air-conditioned and heated vehicle or office environments, but may work in confined spaces and non climate-controlled conditions. May be exposed to electrical and chemical hazards and other conditions common to an office environment. May be required to work at any time of the day, evening or night during the week or weekend to include being on-call. Occasional out of town and overnight stays required.