EVENT PLANNER

Overview

• Support on sales meetings
• Primary goal is to manage some of the smaller meetings
  • Regional and mid-year meetings – national meeting in January
  • Be able to come in with enough experience to fully function
  • needs to be experienced with hotel vendors, food and beverage
  • Strong communication verbal and written
• Some admin tasks – opening POs, signing contracts, routing things for signatures
• 3 – 7 years of exp primarily dealing with sales meetings
• Few meetings in January they will be running independently
• They will run 4 events
• Quite small
• 20 – 60 people
• No third party vendors
• DescriptionProduces pre-event communications and post-event analysis, including event metrics. Management and execution of the conference/meeting registration, housing and ad hoc meeting requests for Client participants.
  Coordinates the shipping and receiving of convention & meeting supplies and equipment (e.g. booth materials, registration materials, advisory board materials, etc.).
  Coordinates and leads workgroup meetings that involve cross-functional teams.
  Conducts site visits and evaluates vendor services and venues according to industry standards and stakeholder requirements.
  Manages event budgets and makes budgetary decisions based on experience and perceived value.
  Budget responsibility includes initiating purchase orders, check requests, honorariums, and generating monthly reports on expenditures against budget for accrual meetings.
  May be on site for execution of booth set-up/dismantle, registration badge and material pick-up and dissemination to attendees via the Client Business Center, and management of on-site meetings and events.
  Regularly interacts with Commercial leaders to ensure the correct materials are distributed into the field. 
  
  Responsibilities 
  Participates in the organization and coordination of domestic sales meetings, and limited conferences, tradeshows, exhibits. 
  • Coordination and execution of the conference/meeting registration, housing and ad hoc meeting requests for Client participants. 
  • Individuals in this role may focus on a particular therapeutic area. 
  • Coordinates the shipping and receiving of meeting supplies, signage and equipment. 
  • Participates in workgroup meetings that involve cross-functional members. 
  • May assist in evaluating vendor services and venues according to industry standards and stakeholder requirements. 
  • May be on site for execution and management of on-site meetings and events. 
  • Maintains and owns data entry process for Lanyon/Starcite meeting portal for department 
  • Coordinates materials and testing of Quickmobile App and ensures it is ready for use 
  • Tracks meeting budget for assigned meetings 
  • Budget responsibility may include initiating purchase orders, check requests, honorariums and generating monthly reports on expenditures against budget. 
  • Produces pre-event preparation communications and post-event analysis including event metrics. 
  • Interacts regularly with key Client stakeholders. Understands their requirements for various events and takes a pro-active approach to accomplish tasks. 
  
  

Minimum Experience 
• 3-5 years of related experience and a BS or BA degree in marketing or equivalent. 
• Experience in event planning including vendor management or prior experience with event logistics vendors required. 

Regards,
Monil Patel
Technical Recruiter
Integrated Resources, Inc
(732) 844-8747 Ext.338
monil @irionline.com