Conference Coordinator - On-site

About the Role: Responsible for providing administrative and event coordination support for the Content and Operations teams on SupplySide.Key Responsibilities:Adheres to all event deadlines and provides administrative and coordination support for the Content Team so that all deadlines are metAttends regular meetings with Content and Events Teams to ensure event objectives are supported and all event deadlines are metContributes to content goals and stays up-to-date with industry news relevant to the positionProvides speaker coordination support including:Contracting speakersCoordinating speaker proposal process and submissions/applications reviewCoordinating pre-event planning calls with speakers & moderatorsCollecting speaker bios, headshots and other necessary information for promotion and printFulfilling speaker badge requests, housing requirements and travel needsSubmitting check requests for payment and/or reimbursement; adhering to speaker budget and tracking honorariums and expensesCollecting, reviewing, and distributing speaker presentations Provides conference planning, operations and marketing support that includes assisting with:Inputting programming into conference management software and technology for inclusion in marketing pieces, websites and event mobile app. Updating session descriptions and details as neededCoordinating and communicating with event marketing team to ensure efficient executionReview print and digital marketing materials for accuracy and completionHelping update and improve conference processesWorking with operations team, sponsorship team and speakers to determine room sets, AV needs for each sessionCoordinating with operations team on conference signage, work orders and conference room floor plansOverseeing pre-planning activities for Good Manufacturing Practices courses and ensuring their seamless execution onsiteProvides onsite event production support that includes:Traveling domestically to in-person events 4-6 times per yearAssisting the Conference Team with speaker managementTraining temporary staffOverseeing speaker-ready room and/or education roomsHelping with A/V, PowerPoint setup, and speaker preparation in presentation roomsOffering a high level of service to speakers and conference attendees/exhibitors/sponsors at all timesOverseeing speaker and speaker guest registrations and hotel needsWorking with the Operations Team to help ensure that rooms are set up correctly and meet programming needsAssisting Audio/Visual teams and speakers to ensure successful A/V for speaker presentations and content recordingAssisting with occasional on-stage introductions and speaking needsProvides post-event support that includes:Assisting in executing post-show attendee program survey for feedback on program quality, and themes.Assisting content and marketing team with speaker presentation sharing post-eventParticipating in show review/download process to reflect and improve the show each yearCollecting and sharing session leads and counts as neededContributing to post-show data reportingAuditing financials post-event and managing speaker reimbursementsProvides various administrative support to content teamFreelance writer coding and invoicingEditorial board deliverables