This position manages assigned projects with emphasis on logistics, project management for conferences, training courses, committee meetings and other events in North American, Asia Pacific and EU as assigned. The position collaborates and supports the registration area and serves as liaison for all hotels and suppliers (including and not limited to audio visuals, decorator, security, shipping, destination management companies and transportation). This position works closely with all departments to ensure all needs are met for events.
Principal Duties and Responsibilities
Manage logistics for meetings, conventions, workshops and other programming including committee meetings.
Act as primary contact with convention center, AV companies, caterers and other service providers as appropriate.
Manage contract negotiations for all vendors as appropriate.
Develop meeting specs, create and manage logistics with hotels, convention centers and outside vendors, select and order audio-visual equipment, plan identified social events, and arrange necessary transportation.
Determine equipment (computers, printers, copiers, fax machines), supplies, telecommunications and Internet connection needs.
Prepare RFP’s, work statements and contracts for meeting service suppliers (AV, caterers, copiers, bags, poster boards etc.)
Ensure proper preparation and shipment meetings materials.
Oversee show freight (when appropriate) to include the preparation of a manifest of all materials to be shipped and ensuring delivery to show site and return delivery.
Track room pick up and work and determine proper strategies for room blocks and attrition issues
Create and manage on-site housing assignments for VIP’s, staff and vendors utilizing staff rated and comp rooms to maximize benefit to ISPE.
Negotiate meeting site (hotels and convention centers) and ancillary location contracts for assigned meetings/trainings.
Work with Director, Meetings and Continuing Education to determine site selections.
Present contract changes and recommendations for hotels, convention centers and other meeting and special event venues
Work with Director of Program Development to ensure exhibit space needs at meeting locations are accurate.
Provide detailed and accurate information for all marketing pieces as required.
All attendee travel, housing and logistical information to be provided in a timely and accurate format for inclusion in appropriate marketing materials and websites.
Assist with plenary details.
Ensure the highest technical and logistical quality in speaker ready rooms.
Determine staffing needs.
Review with key staff to determine staffing needs.
Create staff assignment sheets/duties.
Manage on-site logistics.
Organize and manage pre-con meetings with appropriate vendors
Manage and oversee on-site vendor staff and duties to ensure smooth facilitation of all events
Ensure functions are on-schedule, of high quality and meet the needs and requests of meeting organizer/host/manager.
Ensure delivery of all equipment onsite and placement of equipment, and supplies.
Monitor bills and bill processing.
Track all incoming invoices and compare with order and budget expectations.
Review discrepancies with vendors.
Assist with developing meeting budgets by providing costs estimates.
Education and work experience:
BA in Event Management or related field.
CMP Certification preferable.
8-years meeting planning experience.
Skills and Knowledge:
Computer skills a must, Microsoft Word, Excel, PowerPoint, etc.
Ability and willingness to travel.
Must "present" in a professional manner.
Experience working with professionally oriented volunteers required.
Demonstrated ability to communicate effectively with a wide range of people both verbally and in writing.
Must have leadership and management skills.
Demonstrates professional ethics and demeanor at all times.
ISPE, the International Society for Pharmaceutical Engineering is the world’s largest not-for-profit association serving its Members through leading scientific, technical, and regulatory advancement throughout the entire pharmaceutical lifecycle. ISPE is the Society of choice for nearly 22,000 pharmaceutical manufacturing professionals in 90 countries. Founded in 1980, ISPE has worldwide headquarters in Tampa, Florida, a European office in Brussels, and Asian-Pacific offices in Singapore and Shanghai. Visit www.ispe.org for additional Society news and information. ISPE offers excellent benefits including medical, dental, vacation, paid holidays, 401(k), and more.