- Company Name
- BCD Meetings & Events
- Job Title
- Meeting Planner
- Job Description
-
**Job Title**
Meeting Planner – Conventions & Internal Events
**Role Summary**
Lead end‑to‑end planning and execution of Conventions, internal meetings, national sales meetings, advisory board meetings, trade shows, and society engagements for the Life Sciences division. Serve as primary stakeholder liaison, manage vendor relationships, ensure compliance, and maintain budgets while delivering flawless, compliant events.
**Expectations**
- Deliver all events on schedule, within budget, and fully compliant with legal, food, and transfer‑of‑value requirements.
- Communicate milestones, changes, and risks proactively to stakeholders.
- Optimize costs without compromising quality.
- Travel as required for on‑site execution and vendor coordination.
**Key Responsibilities**
1. Plan and execute all logistical aspects of conventions and internal events (venue, lodging, badges, booth design, AV/production, transportation, signage, menu).
2. Act as main point of contact for stakeholders; provide consultative guidance and maintain clear communication.
3. Negotiate, contract, and manage vendor relationships; build long‑lasting partnerships.
4. Build, monitor, and reconcile event budgets; pursue creative cost‑saving opportunities.
5. Create and manage attendee communications, registration sites, and post‑event follow‑up.
6. Ensure compliance with meal caps, state/country laws, and transfer‑of‑value reporting.
7. Use event management systems (Cvent) and reporting tools (Excel, MS Office) to track progress, budgets, and deliverables.
**Required Skills**
- Strong stakeholder management and communication.
- Project management with ability to juggle multiple priorities and adapt to change.
- Problem‑solving under pressure; calm, collaborative approach.
- Vendor negotiation and partnership building.
- Budget development, monitoring, and reconciliation.
- Familiarity with compliance frameworks (meal caps, local laws, transfer‑of‑value).
- Proficiency in Cvent, Microsoft Excel, and Office Suite.
**Required Education & Certifications**
- Bachelor’s degree from a four‑year institution.
- Minimum 3 years in a lead planner role within the pharmaceutical or life sciences industry.
- Professional certifications (e.g., Certified Meeting Professional) preferred but not mandatory.