Tradeshow Planner

This is a fully remote position, open to applicants in United States.

📋 Description

• Strategize, organize, and implement logistics for domestic tradeshows, conferences, and client dinners.

• Oversee venue selection, contracts, booth/exhibit space, housing blocks, audiovisual needs, catering, signage, and shipping of demo units and collateral.

• Collaborate with exhibit house vendors for booth design, fabrication, drayage, and schedules for installation and dismantling.

• Monitor and manage the event calendar, budgets, vendor invoices, and cost reconciliation.

• Partner closely with commercial, marketing, and communications teams.

• Ensure adherence to FDA guidelines, HCP interaction regulations, Sunshine Act reporting, AdvaMed Code, and company compliance policies.

• Oversee attendee registration, housing arrangements, and staff communications.

• Manage the shipping and receiving of exhibit assets, demo equipment, and marketing materials, including customs documentation for international events.

• Conduct post-event evaluations, including budget reconciliation, vendor performance assessments, and ROI reporting.

• Handle multiple concurrent projects and deadlines effectively.

⛳️ Requirements

• A minimum of 5 years of experience in planning tradeshows and corporate meetings, ideally within the medical device, pharmaceutical, biotech, or healthcare sectors.

• Familiarity with HCP compliance regulations (Sunshine Act, AdvaMed Code, or similar).

• Outstanding organizational and verbal/written communication skills.

• Proficiency with event/registration platforms (e.g., MS Suite, Adobe, AddEvent).

• Strong project management and budget-tracking abilities.

• Capability to coordinate a high volume of activity under various conditions and constraints.

• Willingness to travel if necessary.

• Experience with significant medical/clinical conferences (e.g., specialty society meetings) is preferred.

• Knowledge of shipping/customs regulations for medical equipment is preferred.

• Preferred certifications include CMP (Certified Meeting Professional) or CTSM (Certified Trade Show Marketer).

🏝️ Benefits

• Paid Time Off (PTO).

• 401(k) plan with up to a 6% company match.

• Holiday pay.

• Medical, dental, and vision insurance.

• Coverage for short-term and long-term disability.

• Paid parental leave.

• Potential for conversion to full-time employment based on business needs and performance.

• A workplace culture recognized as a Great Place to Work Certified.