This position provides logistical support for events and meetings within BIO’s event portfolio. Events range from Board/committee meetings (20-150 participants) to the annual International Convention (16,000+ attendees). Support ranges from specific projects/tasks associated with larger events to overall coordination of smaller events; with a special and specific focus on exhibition/exhibit hall logistics.
Provide support to the Sr. Manager, Event Operations on various aspects of the exhibition/exhibit hall at the International Convention, BIO World Congress and any future events with similar functionality to include:
Assisting with Exhibitor Display Guidelines and Display approvals in coordination with the Sales and Sponsorship Team
Assisting with the Exhibitor Appointed Contractor (EAC) pre-show and onsite process
Assisting with the tracking and onsite management of the Exhibitor Hospitality Reception
Liaising general services contractor and relevant BIO Staff on the organization and distribution of the Exhibitor Service Kits, newsletters and onsite communications
Managing listing of exhibitor events to ensure proper promotion on the BIO Website and printed materials
Assisting with onsite exhibitor and vendor inquiries
Assisting with the coordination and execution of show management areas to include (but not limited to) the BIO Membership Booth, Exhibit Sales Office and other specific booths designated to highlight the organization and biotech industry at-large
Support the Director, Event Operations and Sr. Manager, Event Operations on designated meetings and events as follows:
Assist with housing and rooming list associated with assigned events.
Assist with the preparation of function sheets/event specifications, and banquet event orders.
Assist with the coordination of event signage as necessary to include content submission, editing, approvals, and onsite placement/removal.
Assist with session room specification and onsite session room checks (as necessary) to ensure rooms are set as arranged prior to event.
Oversee event inventory including reusable signage, branded table cloths, supply boxes, etc.
Manage schedules of events for various events/meetings as assigned. Work with Education, Marketing, Business Strategies, Sales and other teams as necessary to ensure all relevant details are incorporated and any conflicts are resolved expeditiously and prior to the start of the event.
Assist with the preparation of the Emergency Preparedness Plans for each event (as assigned). Distribute final to appropriate staff and vendors and make available for reference onsite during the event.
Oversee the collection and coordination of post-show reports and data including economic impact reports, exhibitor and show management value/spend reports and other relevant details illustrating the value of the event and areas for improvement.
Maintain historical files for each event.
Maintain positive relationships with other BIO departments to understand their objectives and requirements for events in their respective areas.
Other duties as assigned
General knowledge of event, convention and/or tradeshow operations
Computer literacy with understanding of and ability to use Microsoft Office products and specific proficiency in Word and Excel
Organized, detailed oriented, creative, self-starter and ability to multi-task
Excellent written and verbal communication skills
College degree or equivalent years of experience
2 years of related work experience or less
Non-profit or membership organization experience a plus
Ability to travel
We offer a competitive benefits package. Send resume, cover letter, and salary requirements to:
Biotechnology Innovation Organization Human Resources Department 1201 Maryland Avenue, SW Suite 900 Washington, DC 20024 Phone: 202.962.9200 Fax: 202.488.6308 Email: firstname.lastname@example.org