Meeting Planner (Independent Contractor), Program Services

• Source, negotiate and contract hotel venues, both through Cvent and manually as needed  
• Create PowerPoints to highlight each venue’s offerings to be shared internally, leading to venue selection   
• Work with the partnered PSM to ensure all client pharma guidelines are accounted for within the venue contract from jump (ie. HCP compliance meal caps)  
• Route venue contracts internally for review and signature in a timely manner  
• Build, test and operate Cvent registration sites with multiple paths and multiple registration types  
• Manage Cvent and any other ancillary meeting databases with pertinent attendee information including invitee list(s), event registration sites, etc
• Maintain a OneNote shared with your partner PSM, keeping each project current with the logistical milestones being met (ie. venue status, rooming list due dates, HCPs who are booked w travel, ground transportation setup, meeting materials being merged, etc)
• Manage all logistics for each aligned program from start to finish while ensuring tight budgets are maintained
  • Merge, route through copy edit and manage printing via FedEx (or local printer alike)
  • Cross-check and organize printed materials as needed (often at home, prior to traveling out) and ship to meeting venue
  • Order necessary meeting materials in a timely manner and from a trusted vendor and manage the shipping timelines and budgets (ie. name badge holders, plastic table tents, meeting folders, etc)
  • Travel on-site to execute each program and manage all on-site needs aligned to logistics (venue setup, AV, F&B, attendee travel, registration, print materials, etc)
• Maintain the use of shared folders on Vaniam’s server, ensuring your documents are always organized, accounted for and properly saved
• Attendee travel – flights, ground, trains, etc (partner with Vaniam or client’s preferred travel agency)
• Meeting space setup (general session, breakout rooms, reception space, meal rooms, off-site dinners, etc)
• Rooming lists (staff, attendees, speakers, etc)
• Food and beverage (menu selections, dietary restrictions, allergies, identified preferences and cost)
• Audio visual (partner with Vaniam’s preferred vendor)
• Meeting materials
• Create and maintain detailed meeting specs to be shared with the venue and internal team, allowing everyone to align on tasks and expectations
• Off-site dinner(s)
• Compile all final versions of program documents and save accordingly
• Post program reconciliations (review and pay final bills – hotel, AV, ground, off-site dinners, etc)
• Maintain a working budget in real time to update internal team regularly as to the program’s financial status

• Skilled at sourcing, negotiating and contracting hotel venues
• An understanding of the Open Payment Act (ie. pharma compliance)
• A strong understanding of Cvent (traditional, Flex and On-Arrival)
• The ability to work both independently as well as within a team
• Strong time management and organization skills
• Understand the importance of a timeline and be willing to get creative when faced with difficult deadlines
• A professional work ethic via email communications, in person engagement (both internal and external), vendor relationships, etc
• The ability to work within emails and the Slack platform daily as the main form of communication aligned to all projects 
• The ability to think outside the box when faced with typical logistical situations that are out of your control
• A strong sense of care aligned to attention to detail (ie. meeting materials, remembering client preferences, email grammar and spelling)
• The ability to maintain a clean working space when on-site
• Experience working alongside travel agencies or other company vendor partners
• Proficient in Microsoft Office suite and Outlook
• The ability to successfully balance multiple projects concurrently
• Availability to travel up to twice a month, with 1-2 nights on-site (currently, domestic travel only)

 

 

As we near the end of the year, Vaniam is looking to bring on a meeting planner in a contract capacity to help ensure the success of the remaining 2024 programs. The current team has planned and executed more meeting this year than originally expected, so they would like to bring in support to help them finish out the year strong. Should the business keep at it’s current pace as we move into 2025, there is the potential this contract position will turn permanent.

 

Vaniam Group is a people-first, purpose-driven, independent network of healthcare and scientific communications agencies committed to helping biopharmaceutical companies realize the full potential of their compounds in the oncology and hematology marketplace. Founded in 2007 as a virtual-by-design organization, Vaniam Group harnesses the talents and expertise of team members around the world. For more information, visit www.VaniamGroup.com.