Conference Coordinator - On-site

Company Description

Informa Markets, a division within Informa, creates global platforms for industries. We organise over 500 large-scale branded and transaction-oriented events in 14 specialist markets. These are typically not-to-be-missed annual events where buyers and sellers build relationships, see and show products and do business.
We also provide year-round online platforms where companies showcase their businesses and products and buyers conduct research, generating valuable leads, and we provide data and digital content that supports the flow of knowledge and transactions in markets.

SupplySide is part of Informa Markets. Through our events and content, we provide the nutritional supplement and food and beverage industries opportunities to make connections, build knowledge, innovate, and learn. We seek to support the industry’s product development strategies, from ideation to product in hand.

Job Description

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

Key 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
• Review 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 onsite

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
• Provides various administrative support to content team
• Freelance writer coding and invoicing
• Editorial board deliverables

Qualifications

What you bring to the team:

• Prefer 2+ years of experience in exhibitions and/or conference operations and/or customer service
• Experience in systems and technologies such as:
  • Microsoft365, including Word, PowerPoint and Excel
• Strong organizational skills and attention to detail
• Positive attitude, flexibility and adaptability

• Project management skills (an ability to coordinate efforts, schedules and deadlines across events and teams)
• Comfortable working and problem-solving in fast and changing environments
• Articulate and responsive in communications, eloquent in the written and spoken word and able to build strong business relationships. Well-developed presentation skills
• Self-motivated, able to manage multiple deadlines and activities simultaneously
• Experience in Sessionboard or other speaker/session management platforms and Swapcard, A2Z and/or other similar virtual event platforms a plus