Conference Coordinator - On-site

Informa - Phoenix, AZ

Phoenix, AZ

Personal and Laundry Services

About the position

Responsible for providing administrative and event coordination support for the Content and Operations teams on SupplySide.

Responsibilities

• Adheres to all event deadlines and provides administrative and coordination support for the Content Team so that all deadlines are met
• Attends regular meetings with Content and Events Teams to ensure event objectives are supported and all event deadlines are met
• Contributes to content goals and stays up-to-date with industry news relevant to the position
• Provides speaker coordination support including contracting speakers, coordinating speaker proposal process and submissions/applications review, coordinating pre-event planning calls with speakers & moderators, collecting speaker bios, headshots and other necessary information for promotion and print, fulfilling speaker badge requests, housing requirements and travel needs, submitting check requests for payment and/or reimbursement; adhering to speaker budget and tracking honorariums and expenses, collecting, reviewing, and distributing speaker presentations
• Provides conference planning, operations and marketing support that includes assisting with inputting programming into conference management software and technology for inclusion in marketing pieces, websites and event mobile app, updating session descriptions and details as needed, coordinating and communicating with event marketing team to ensure efficient execution, reviewing print and digital marketing materials for accuracy and completion, helping update and improve conference processes, working with operations team, sponsorship team and speakers to determine room sets, AV needs for each session, coordinating with operations team on conference signage, work orders and conference room floor plans, overseeing pre-planning activities for Good Manufacturing Practices courses and ensuring their seamless execution
• Provides onsite event production support that includes traveling domestically to in-person events 4-6 times per year, assisting the Conference Team with speaker management, training temporary staff, overseeing speaker-ready room and/or education rooms, helping with A/V, PowerPoint setup, and speaker preparation in presentation rooms, offering a high level of service to speakers and conference attendees/exhibitors/sponsors at all times, overseeing speaker and speaker guest registrations and hotel needs, working with the Operations Team to help ensure that rooms are set up correctly and meet programming needs, assisting Audio/Visual teams and speakers to ensure successful A/V for speaker presentations and content recording, assisting with occasional on-stage introductions and speaking needs
• Provides post-event support that includes assisting in executing post-show attendee program survey for feedback on program quality, and themes, assisting content and marketing team with speaker presentation sharing post-event, participating in show review/download process to reflect and improve the show each year, collecting and sharing session leads and counts as needed, contributing to post-show data reporting, auditing financials post-event and managing speaker reimbursements, providing various administrative support to content team, freelance writer coding and invoicing, editorial board deliverables