Tradeshow Planner
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Job Description
Tradeshow Planner organizing tradeshows, conferences, and customer events for Evergen, a regenerative-medicine CDMO. Managing logistics, budgets, vendors, and medical-device compliance.
Responsibilities:
- Plan, coordinate, and execute logistics for domestic tradeshows, conferences, and customer dinners
- Manage venue selection, contracts, booth/exhibit space, housing blocks, AV, catering, signage, and shipping of demo units/collateral
- Coordinate with exhibit house vendors on booth design, fabrication, drayage, and installation/dismantle schedules
- Track and manage the event calendar, event budgets, vendor invoices, and cost reconciliation
- Work closely with commercial, marketing, and communications teams
- Ensure compliance with FDA guidelines, HCP interaction rules, Sunshine Act reporting, and company compliance policies
- Manage attendee registration, housing, and staff communications
- Manage shipping and receiving of exhibit assets, demo equipment, and marketing collateral, including customs documentation for international shows
- Conduct post-event wrap-up, including budget reconciliation, vendor performance review, and ROI reporting
- Maintain the event calendar and manage multiple overlapping projects and deadlines
Requirements:
- 5+ years of experience planning tradeshows and corporate meetings, preferably in medical device, pharma, biotech, or healthcare
- Working knowledge of HCP compliance requirements (Sunshine Act, AdvaMed Code, or similar)
- Excellent organizational and written/verbal communication skills
- Experience with event/registration platforms (e.g., MS Suite, Adobe, AddEvent)
- Excellent project management and budget-tracking skills
- Ability to coordinate a high level of activity under a variety of conditions and restraints
- Ability to travel if required
- Experience with major medical/clinical conferences (preferred)
- Familiarity with shipping/customs requirements for medical equipment (preferred)
- Certification such as CMP (Certified Meeting Professional) or CTSM (Certified Trade Show Marketer) (preferred)
Benefits:
- Paid Time Off (PTO)
- 401(k) with up to a 6% company match
- Holiday pay
- Medical, dental, and vision insurance
- Short-term and long-term disability coverage
- Paid parental leave
- Potential conversion to full-time employment based on business needs and performance
- Great Place to Work Certified workplace culture
- Inclusive workplace
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