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Events Manager
4 months ago
About the Role
The Events Manager is responsible for managing and delivering all meetings-based projects, ensuring that the project is delivered to budget, schedule and quality. This role includes attending approximately up to 12 domestic/international meetings per year or virtual meetings some potentially outside of normal working hours.
Provide internal project lead on all event projects across client accounts and serve as the principal day-to-day point of contact for event and onsite management, faculty management, financial management, and compliance. Given the nature of the role, there will need to be a certain amount of flexibility with working hours during busy times, in particular prior to going onsite and to accommodate client’s working hours. With experience, mentorship and line management opportunities may be appropriate
What You'll Do
Venue search in line with the pharmaceutical industry regulations and client hospitality guidelines
Provide venue recommendations document detailing costs and amenities for both meeting and faculty dinner venues
Venue liaison, such as meeting room and accommodation requirements, catering provisions and AV requirements
Liaise with congress secretariat and third-party suppliers
Manage ground and dinner transfers, where necessary
Organise and undertake site visits in accordance with clients requirements, and provide full report
For virtual meeting specifically recommend platforms in line clients’ needs/restrictions and meeting format using Avalere Health meetings platforms,
Provide onsite liaison and management of venue to ensure all final arrangements are in place, including any AV requirements
For virtual meeting attendance specifically, provide liaison and attendance management. Act as a trouble shooter in case of technical difficulties, be the primary onsite contact for client, HCPs and tech partners, set-up and manage communication channel during meeting and alert stake holders if needed, manage meeting attendance at start of meeting
Develop and distribute faculty communications, including invitation letters, logistics forms, confirmation details, welcome letters, personal itineraries, departure transfer information, and thank you letters
Manage consultancy agreements and liaise with clients’ legal departments for honoraria fair market value (FMV) rates
Arrange and book faculty flights in line with client travel policies and arrange visa applications where necessary
Arrange faculty teleconferences for briefing calls
Process honorarium and expenses post-meeting
For virtual meeting specifically, develop and distributes all faculty communications, ascertain faculty familiarity with platform provided and schedule training call if required, be point of contact for any logistics and technical requests.
Maintains tight financial control throughout events, working closely with Project Managers regarding budget preparation and specification; review event management fees and hours, assist with proposal/pitch content, project tracking, obtain quotations from third-party suppliers, sign venue/supplier invoices, full-cost reconciliations
Input into project schedules for events elements, ensuring task timelines are met and updating the project team of any changes to agreed timelines ·
Ensure client is kept fully informed throughout: arrange project kick-off meeting, hold regular status meetings and project debrief
Establish and maintain good working relations with clients, faculty and key suppliers
Maintains records of Healthcare Professional costs for the public reporting of transfer of value data (e.g. SUNSHINE ACT and EFPIA reporting)
About You
University education in Event and Festival Management, Business Admin or related field
Strong events background, with at least 3 years’ experience within a corporate environment or ideally a medical communications agency; must be computer literate
Experience delivering international events, such as advisory boards, workshops, preceptorships, congresses, satellite symposia, exhibitions, and standalone events in an in person setting and virtual setting
Excellent verbal and written communication skills
Excellent interpersonal skills with the ability to provide tactful handling and adapt to situations accordingly
High degree of accuracy and attention to detail
Ability to prioritise tasks and activities to deliver within agreed deadlines
Excellent organisational skills with the ability to multi-task
Able to handle challenging situations with clients, faculty and internal colleagues and provide adequate solutions
Extensive European and International travel experience
Experience in following platforms Cvent (full usage beneficial), Zoom, WebEx, Team and Vmix (understanding of functionalities and ability to recommend platforms in line with clients’ requirements recommended)
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