Congress Coordinator

About Us:
At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.
Headquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.
While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.
See what life is about at BCD M&E at bcdme.com/careers
Congress Coordinator
Singapore
The Congress Coordinator is responsible to support all activities associated with logistics planning and attendee management of various International congresses. The position requires a high level of attention to detail, strong customer service skills, a can-do attitude, and a desire to get the job done. The Congress Coordinator will regularly partner with internal planning team members to ensure timely service delivery, manage strong working relationships with Professional Congress Organizers (PCO) and suppliers handle compliance and contracting documentation of assigned congresses, preparing print materials, and sending post congress surveys.
The Congress Coordinator works closely with the Congress Project Manager (CPM) and is typically a behind-the-scenes role; however, there may be instances where it makes sense for the Congress Coordinator to interact directly with the client. An example might be that the client requires a complicated web-build and wants to speak to the Congress Coordinator directly or the client requires frequent attendee status updates and wants to communicate with the Congress Coordinator directly. Most of the time, the Congress Coordinator is NOT client facing.
Your responsibilities :
Core Responsibility 1: Meeting Planning
• Secure and manage hotel room blocks in accordance with Congress rules and procedures
• Oversee securing congress registrations for attendees
• Ensure all compliance requirements and guidelines are followed and properly documented
• Reconcile meeting in accordance with Client audit standards/maintain an audit ready environment
Core Responsibility 2: Supplier Management
• Prepare and submit Travel Engagement Forms to Group Travel provider
• Partner with internal planning team members to source DMC/Ground Transportation Company options
• Secure and manage all dinner arrangements in compliance with country requirements and meal threshold spend limits
• Handle day to day client and supplier inquiries/information related to logistics, dinners and ground transportation including country meal threshold exceptions and flight information
• Ensure all compliance requirements and guidelines are followed and properly documented
• Act as primary contact with local suppliers and client stakeholders to ensure open communication
• Review all supplier proposals, contracts and invoices in accordance with Client audit standards/maintaining an audit ready environment
• Gather and accurately communicate flight information from each country to supplier(s) for Airport Transfers
• Prepare all Printed Material/Communications (Welcome Packet, Front Desk letter, etc.) and ship to congress locations
• Coordinate on-site job responsibilities with on-site logistics team (Dinners, ground, logistics, etc.)
Core Responsibility 3: Technology Tools
• Oversee the creation and sending of registration forms and other communications
• Correctly upload and maintain attendee data required for logistics and reporting
• Review client congress database for accuracy
• Oversee accuracy for all assigned congresses in the technology tool (Cvent)
• Experience using Cvent attendee, hotel, and reporting modules
• Correctly import and maintain attendee data in Cvent
• Keep data and savings information accurate in Cvent at all times
• Ensure internal and external reporting requirements are met accurately and on time
• Create and maintain a master response chart for each assigned congress
• Oversee the creation and sending of final confirmation emails and other communications
• Create shared drive folder for assigned congresses
• Partner with internal planning team members to start Congress Workbook and continually update throughout the planning process
• Oversee the creation and sending/upload of restaurant descriptions and request forms and other pertinent communications, and save in the proper shared drive(s)
• Update Event Emails as needed in technology tool (Cvent)
• Correctly advise internal planning team members of changes to attendee data required for logistics and reporting
• Update Internal Information Fields in Cvent with attendee flight information
• Maintain current records of all communications (i.e. TEF, Country Meal Summary, Manifests, etc.) in the proper shared drive(s)
• Distribute Post Congress Survey through proper technology tool
Core Responsibility 4: Client Communication
• Advise and project manage critical deadlines in planning process
• Overall fiscal responsibility for congress activities
• Consult with Congress Specialist, Sourcing and make appropriate suggestions to ensure congress success regarding proposed hotel blocks. Prepare hotel availability grid with appropriate options in collaboration with internal planning team members.
• Primary client contact with regards to all logistical arrangements surrounding congress.
• Oversight of Client registration and reporting questions.
• Maintain the highest level of quality, professionalism and integrity when negotiating with suppliers.
• Partner with internal planning team members to negotiate all supplier contracts for the best possible prices and concessions in order to meet savings expectation on congress spend.
Other:
• Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice or as required by local regulations.
We're looking for you if your profile matches the following:
Bachelor’s Degree strongly preferred
Minimum of two (2) years’ congress/convention planning/management experience
Minimum of two (2) years’ experience in account/client management
Minimum of two(2) years’ experience managing outside vendors, sourcing and negotiating contract services.
Pharmaceutical Industry experience preferred
Previous experience with participant registration for congresses