Event Experience Manager, Life Sciences, Clinical Experience Required

Meetings & Incentives Worldwide, Inc; United States; On-site; USD 90,000 - 120,000; Full time

Job summary

Meetings & Incentives Worldwide, Inc. is seeking an Event Experience Manager to drive planning and execution for Life Sciences programs, including virtual, hybrid, and in-person meetings. The role collaborates with clients, operations, and vendor teams to deliver value within regulatory guidelines.

You will manage multiple projects, lead onsite services, and ensure data accuracy across budgets, timelines, and reports while supporting client goals and SOP adherence.

Qualifications

• Experience managing virtual, hybrid or in-person meetings.
• Ability to coordinate client, financial and vendor needs.
• Familiarity with SOPs and regulatory guidelines.

Responsibilities

• Lead project management for multiple events with tight timelines.
• Manage client, vendor and venue relationships.
• Coordinate onsite services, staffing and logistics.
• Source and negotiate with suppliers to meet budget and quality goals.
• Oversee event design, decor, AV, and attendee experience.
• Create and manage event calendars, budgets and invoicing.

Skills

Project management

Vendor management

Event management

SOP compliance

Digital production

Budget management

Tools

Cvent

Event planning software

Job description

Event Experience Manager, Life Sciences, Clinical Experience Required The Event Experience Manager will work closely with the client to understand the program goals and objectives and provide a return on their investment throughout each aspect of the program. The Event Experience Manager focuses on tactical operations and works with the operations team to provide optimal services to the account to support those goals. The Event Experience Manager works effectively and efficiently with the internal support teams, external clients, and vendors and stay in compliance with the corporate and/or pharmaceutical guidelines.

What you will do here:

• Project Management with consultative approach for virtual, hybrid or in person meetings Client, Financial, and Vendor Management Marketing & Sales, Event Design, and Onsite Services
• Manage multiple projects on tight timelines
• Event Management
• Follow all client mandated SOPs as required
• Digital producer and/or tech support for your own events
• Work with the Procurement Department to source and secure event space and guestrooms
• Understand, review and monitor contract terms, space, and guest room blocks
• Source, secure and manage all required suppliers for event including but not limited to DMC/Ground company, AV/Production company, Off-site venues, etc.
• Profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the Event, keeping event data and financial data accurate and up to date, at all times
• Create and manage the program agenda, event resume, event specification sheets and client and internal timelines based on company and client SOPs
• Have a working knowledge of Event Software capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owner's needs
• Understand registration and reporting expectations for event.
• Where applicable, collaborate with M&IW's Attendee Registration Department on all attendee communications, event reporting and housing inquires
• Guide internal and external teams throughout process through effective communication and organized plans
• Schedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetings
• Collaborate with M&IW's Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if needed
• Work with M&IW's mobile app team to create an app on a platform that meets the client's event
• Act as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless event
• Collaborate with M&IW's FLOW division to secure gift and giveaway items and products as requested by client, meeting client and company SOPs for multiple bids
• BEO review and execution
• Coordinate and schedule all required ground transportation using preferred vendors
• Creation/coordination of distribution of travel letters and departure notices
• Marketing, Sales and Event Design Services
• Collaborate with creative team to design any promotional materials for the event, or any materials for distribution at the event
• Research entertainment options to meet theme and budget (DJ, band, dancers, performers)
• Create décor and lighting presentations based on theme and budget, working with production companies
• Create and manage diagrams based on guest counts, entertainment, equipment, A/V and lighting components
• Act as liaison between hotel/venue and all vendors, providing the support and communication required to produce a seamless show
• Create production schedule, supervise deliveries, setups and strikes of stage, A/V, lighting, décor, equipment
• Manage logistics and riders for entertainment companies
• Financial Management Full understanding of client financial internal requirements and deadlines Budget creation/management
• Manage all event related payment requests and processing Full audit and reconciliation of the hotel and other vendor invoices
• Cost savings worksheet creation and management Final invoice document management
• Reconciliation management including estimated invoice and final invoice requirements
• Vendor Management Source, secure and manage all required suppliers for event to allow for the best services at the most effective pricing Negotiate cost savings and manage payment/reconciliation process Clearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the event
• Onsite Services Provide strong leadership and communication to both the Onsite team as well as all vendors, and the ability to lead events to allow for successful end results Manage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clients Create and manage Onsite Execution Plan for all staff Host daily staff meetings to keep staff u