Event Operations Coordinator- Boston, MA

Join the dynamic Life Sciences division at Informa Connect as an Event Operations Coordinator. Reporting to the Senior Operations Manager for Life Sciences & Pharma, you will thrive in a busy and challenging environment, managing multiple events with consistency and excellence.As an Event Operations Coordinator, you will work on a range of in-person events.  This role will  primarily focus on delivering 6 - 8 in-person events annually, working across all parts of the event operations process, in both a supporting and a leading role. A large portion of the role, will be coordinating the operations of event sponsors and exhibitors.This role offers an exciting opportunity to play a crucial part in delivering world-class events in the Life Sciences sector.This role is based in our Boston, MA office.Responsibilities: Pre-event Coordination (45%)Sponsor and Exhibitor management – including but not limited to: build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth listsWorking closely with Digital Delivery team on all hybrid event deliverables eg. AV, digital exhibition/sponsorship and onsite digital experienceFloorplan creation – working closely with our vendors to develop exhibit floorplan in line with current and local guidelinesStrong customer service is key with response times set at less than 24 hours and to be the main sponsor/exhibitor liaisonLiaison with Customer Services, registration and bookings departmentWork closely with the Product, Sales & Marketing managers to design the customer journey and exhibition spaces across the events portfolio.Strong relationships with Sales to provide clear guidance on the commercial opportunities at the eventsOrganise signage, sponsored items, drinks receptions, site visits etcBrief venues on required configuration and requirements. Responsible for monitoring cancellation dates, bedroom guarantees, and arranging deposit paymentsEnsure all Health & Safety requirements are metHelp to embed sustainability into every event in line with Informa’s FasterForward approachManagement of event budget and tight cost control to ensure costs are kept within budgetAttend event planning meetings, presenting clear and concise updates on the event milestones, identifying and addressing any impacts to the event and proposed resolutions.Work with centrally procured vendors, to significantly improve the experience for our commercial clients and attendees at the events, providing a new inventory of products and services that will set Life Sciences apart from its competitorsOn the Day (30%)Attend whole event, either digitally or in-person, which can be up to 4 days plus move in day in mainland USA and/or EuropeBe the main point of contact for speakers and/or sponsors/exhibitors during the eventBe solely responsible for all onsite operations for some smaller eventsFully manage suppliers onsite e.g. general services contractors, AV, cateringArrange, set up and manage registrationManage and coordinate all staff attending the eventHealth and Safety: complete forms and ensure all present are aware of proceduresEnhance the customer’s experience of the event on site, differentiating us from our competitors.Post-event admin (20%)Prepare final cost analysis of the eventCheck and manage payment for all invoices relating to the event in a timely mannerFollow up on any commission due from vendors, obtain clear supporting evidence for each source of commissionAnalyse financial reportsPost Event Health and Safety reportOther (5%)Performs other duties as neededAttend training as suggested by Manager