Tradeshow Planner

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

📋 Description

• Organize, coordinate, and implement logistics for domestic tradeshows, conferences, and client dinners.

• Oversee venue selection, contract negotiations, exhibit space, housing arrangements, audiovisual needs, catering, signage, and the shipping of demonstration units and collateral materials.

• Collaborate with exhibit house vendors regarding booth design, fabrication, transportation, and installation/dismantling schedules.

• Monitor and manage the events calendar, budgets, vendor invoices, and financial reconciliation.

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

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

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

• Oversee 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 analysis.

• Maintain the events calendar and manage multiple simultaneous projects and deadlines.

⛳️ Requirements

• 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 (such as the Sunshine Act, AdvaMed Code, or equivalent).

• Exceptional organizational and written/verbal communication abilities.

• Proficiency with event/registration software (e.g., Microsoft Suite, Adobe, AddEvent).

• Strong project management and budget tracking capabilities.

• Capacity to coordinate a high volume of activities under various conditions and constraints.

• Willingness to travel if necessary.

• Experience with significant medical/clinical conferences is preferred.

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

• Relevant certifications such as CMP (Certified Meeting Professional) or CTSM (Certified Trade Show Marketer) are preferred.

🏝️ 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

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

• A workplace culture certified as a Great Place to Work

• An inclusive work environment