Congress Registration, Housing & Ancillary Meetings Manager

BCD Meetings & Events LLC; United States; Remote; USD 51,000 - 62,000; Full time

Job summary

A leading company is seeking a Congress Registration, Housing & Ancillary Meetings Manager to lead congress planning and project management. This remote role involves collaborating with clients and vendors to ensure flawless execution of meetings. Ideal candidates will have strong organizational skills and experience in event management. The position offers flexibility and opportunities for growth within a supportive environment.

Benefits

Flexible Working

Room to Grow

Comprehensive Healthcare

Retirement Plans

Travel Discounts

Qualifications

• Minimum two years’ experience managing ancillary meetings.
• Experience managing budgets required.

Responsibilities

• Manage logistics and planning of ancillary meetings at congresses.
• Act as the main point of contact for client contacts.
• Secure congress registrations for attendees.

Skills

Organizational Skills

Project Management

Problem-Solving

Education

College Degree in Event Management

Job description

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Congress Registration, Housing & Ancillary Meetings Manager

Date: May 14, 2025

Location: US, Virtual, NOAM

Company: BCD

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 50+ countries across the world, BCD M&E’s team of 1,800+ 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.

Congress Registration, Housing & Ancillary Meetings Manager

About the Role

We are looking for an Ancillary Meeting Manager to join our dynamic team within our Life Sciences Division. In this client facing role, you will act as the congress planning lead and project manager on client attended Congresses. You will collaborate with peers, vendors, and meeting owners alike to ensure each Congress is executed flawlessly and compliantly. You keep projects running on time, on budget, within compliance guidelines and have mastered the art of managing multiple priorities and programs at once. Sound like you? Read on!

As a Congress Registration, Housing & Ancillary Meetings Manager you will:

• Collaborate with Conference/Congress organizers to secure space for ancillary meetings.
• Understand the guidelines in the Conference/Congress space.
• Manage Logistics and planning of ancillary meetings at congresses (conferences).
• Act as the main point of contact for your client contacts and provide an end-to-end meeting planning solution. Be consultative in your approach.
• Work with your peers, business owners, and housing agencies to understand sourcing needs and country requirements. Recommend properties that will be a great fit and field positive responses.
• Primary client liaison with regards to all logistic arrangement surrounding ancillary meetings including, but not limited to venue selection, menu selections, audio visual requirements, ground transfers, meeting spaces and onsite support, etc.
• Build, monitor, and maintain concise and accurate event budgets. Think outside of the box on creative cost savings and menu planning ideas to ensure we remain compliant. Negotiate vendor contracts and build long lasting partnerships.
• Manage time and projects efficiently. Need to be flexible with hours to accommodate working with different teams, meeting owners, and suppliers across the globe, and international programs.
• Secure congress registrations for attendees
• Manage rooming list for attendee housing
• Secure visa letters for attendees when requested
• Ensure compliance requirements and guidelines are followed and properly documented when applicable
• Act as contact with associations/societies to ensure open communication
• Provide data when required for reconciliation in accordance with Client audit standards/maintain an audit ready environment
• Consistently use all mandatory templates and processes
• Work on multiple congresses simultaneously which requires a high level of multi-tasking skills
• Communicate with teammates on a regular basis to ensure internal alignment and transparency
• Coordinate onsite job responsibilities with onsite logistics team when required and as appropriate
• Managing multiple priorities and being adaptable. You have exceptional problem-solving skills, are calm under pressure and work well in a collaborative environment.
• Managing the complex world of Conferences, Congresses, Associations, Meal Caps, State Laws and TOV reporting.
• Event execution including housing selection, registration, ground transportation, menu planning, onsite execution, budget reconciliation, and everything in between.
• Working in a multicultural environment with a solid understanding of US, EMEA, and APJ cities.
• Communicating effectively and efficiently.

You might also have:

• College Degree strongly preferred in event management, hospitality or related field or proven experience in event planning and management.
• Preferably experience in the conference or meeting settings
• Minimum two (2) years’ experience managing ancillary meetings in conjunction with Congresses.
• Minimum of two (2) years’ experience in account/client management.
• Minimum of two (2) years’ experience managing outside vendors, sourcing, and negotiating contract services.
• Experience managing budgets required.
• Pharmaceutical Industry experience
• Strong organizational and project management skills.

You should know:

• This role is remote – onsite travel as needed
• Our standard working hours are 8:30 AM - 5:30 PM with an hour break.

Are you ready to make an impact and provide exceptional service? Apply now and let's elevate the congress experience together!

THE PERKS

Flexible Working
We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow
Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice
We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move
The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered
Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.
It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the US for the position of Congress Registration, Housing & Ancillary Meetings Manager is between $51,700 - $62,000. The actual pay depends on your skills, qualifications, experience, geographical location, and project budget .