The Vendor is required to provide comprehensive professional event management services for their international microbiome conference which unites experts in the field of microbiome research.
- Strategic Planning & Venue Sourcing
• Conducting deep discovery meeting to ensure alignment on visions, goals, and scope
• Providing strategic guidance on venue choices, use of rooms, flow of event days, guest experience, and high-level budget investment choices
• Managing venue negotiations and contract review
- Budgeting & Quote Negotiations
• Drafting event budget based on stakeholder input and partner quotes
• Negotiating pricing with all vendors throughout planning and budgeting process
• Completing post-event reconciliation within 45 days of event conclusion
- Event Planning & Production Management
• Planning for full guest experience, including venue management, food/beverage design and plans, and all technical production (audio, lighting, video, staging, cameras)
• Defining all onsite branding opportunities and signage/graphic design needs for in-house designer
• Sponsorship execution and fulfillment
• Creating and editing scaled ground plans and room renders in VectorWorks
• Building guest wayfinding plan
• Fulfilling insurance plans
• Creating production schedule
• Completing safety documentation
• Hosting team briefings and production meetings with all necessary vendors
- Technical Scripting & Screen Content Management
• Building out and managing technical show-calling script for plenary main stage and up to five additional stages
• Managing screen content needs
• Reviewing all screen content with content developers and sorting and filing for show calling and operation
• Sorting and filing speaker decks for playback and deploying to applicable operators
• Managing run of show document for all event rooms, including review of emcee script
• Hosting three (3) pre-event week virtual calls to review run-of-show with clients and VIPs
- Registration Site, Hotel Block & Badging Management
• Building and managing registration/ticketing e-commerce event site
• Managing event inbox for attendee queries
• Vetting and proposing hotel block options and negotiate contracts
• Managing attendee badge creation
• Drafting and sending guest communication emails
• Ongoing management and monitoring of guest registration and ticketing site
- Meetings, Project Management & Administration
• Managing all applicable elements of event using customized project action plan document
• Managing changes to timeline and priorities as needed
• Attending virtual planning meetings with clients
• Preparing agendas for all client calls and compiling meeting minutes for task tracking
- Post-Event Reporting
• Completing budget reconciliation with full expense breakdown
• Preparing post-event insights gathering strategy, including attendee surveys and attendee data summary
- Ability to provide end-to-end event management, including budget oversight, registration system administration, speaker coordination, and on-site production
- Ability to work alongside post-secondary education organization leadership, communications and other operations teams
- Ability to deploy dedicated team which includes owner or CEO for strategic pre-event planning and full on-site support (17 staff members) during conference execution
- Ability to deliver well-branded, professionally designed communications, including signage, registration kits, email marketing, and social media graphics
- Strong logistical and vendor coordination skills, including AV, staging, catering, transportation, and security arrangements.
