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Event Project Manager - Congress Events Agency

Event Project Manager - Congress Events Agency

Posted 25 September 2018 by Royall Appointments
Easy Apply Ended

Project Manager - Congress

Location: Leicestershire

Ref: 531

"Work hard and be proud of what you achieve!"

Are you looking for a Project Manager role working for a prestigious client, to prepare, plan and deliver, globally, exceeding client business objectives and expectations?

Key Responsibilities: Project Management

 Ensure all business critical deadlines are met for each programme

 Ensure effective usage of in-house project management systems and processes

 Manage the application of client driven systems such as CVENT, LANYON, where applicable

 Manage all venues & associated logistical arrangements

 Manage all F&B requirements

 Manage all associated ad hoc congress meeting activities, where required

 Oversee the completion of the invitation & attendee management process by Project Executives, including attendee communication, database management & reporting

 Manage & co-ordinate Client requirements with all 3rd party suppliers/internal service providers (Housing Bureaus, Congress Secretariat, DMC, Exhibit Agencies, Med Ed, Print & Design, Production, AV, Air Travel), where required

 Manage production & design of all on-site meeting materials

 Ensure all internal and external materials on programmes are reviewed and approved in Zinc and in accordance with the client and companies standard operation procedures

 Management of the congress group housing block, ensure sufficient forward planning in order to obtain the best rates and room block options

 Accurate management of the congress registration group bookings and deadlines

 Produce, manage and circulate key communications e.g. weekly status reports to all key meeting stakeholders e.g. Client, Exhibit Agency, Med Ed etc

 Travel on-site to conduct site inspections & undertake planning meetings with all suppliers, when required

 Travel on-site to manage all meeting requirements and onsite staff

 Travel onsite as part of an onsite team, when required

 Ensure delivery of all events in accordance with regulatory and client-defined compliance guidelines

 Ensure all your events comply with the General Data Protection Regulation

 Deliver first class customer service in line with clients’ objectives

Client Liaison and Development

Meetings and liaison with clients where applicable to establish, maintain and develop relationships

 Identify new opportunities and leads for existing and new business development

 Assist with preparing and presenting event proposals to clients

In conjunction with the client manage the implementation of the therapy area congress plans to ensure execution is both efficient and effective and provide corrective solutions where necessary

 Plan, attend & execute client planning meetings - face to face, webex and/or telecons, where required

 Identify & manage preparation of supportive meeting planning materials for Client Planning Meetings

 Ensure Client is up to date with all aspects of meeting planning arrangements throughout the course of the programme

 Attend Client debrief post event

 Apply excellent written and verbal communication skills, both yourself and your team

Financial Management

Responsible for the preparation and maintenance of congress cross charge budgets, throughout the lifecycle of each event

 Oversee the completion of the transfer of value (ToV) reporting process by Project Executives

 Approve all client invoices prior to despatch

 Ensure financial tracking of each event and conduct regular 'health checks’ to ensure positive cash flow

 Maximise profitability of projects operated - including supplier negotiation and up-selling of additional services to clients

 Execute effective scope management - to identify and charge clients for out of scope activities

 Identify, quantify and report cost avoidance/saving measures

 Ensure compliance with company & client invoicing processes

 Submit accurate final reconciliation of events within agreed timelines

 Maximise revenue generation from allocated/targeted accounts

 Manage and achieve project profitability

 Cost efficient time management

Staff Development, Motivation and Management

 Work with Account Director and Account Manager to organise, plan and prioritise staff and resources to meet objectives and deadlines

 Assist Account Manager with recruitment of Project Executives and input to their mentoring and development

 Assist the Account Manager with recruitment and management of freelance staff


 Attendance & contribution at team meetings

 Effective interaction with other departments - e.g. IT, Finance, HR, Travel

 Accurate written & verbal communications

 Display an understanding of compliance, including ABPI and Pharma Guidelines

 Comply with all company and Client policies and procedures, including those relating to Health & Safety

 Comply with all Client & company privacy & security protocols

 Achieve all Client and/or company driven Service Level Agreements (SLAs) for all events

 Maintain good long-term relationships with housing bureaus, congress secretariats, hotels, venues and suppliers, to ensure the best value for money for clients

 Develop and apply a good knowledge of the company’s range of services

Provide out of hours cover as required on a rota basis

 Develop and apply a good understanding of clients’ businesses and products

 Assist new starters in the role of 'Buddy’ when required

 Understand and apply the company’s Vision and Values at all times

Required skills

  • Event Management
  • International Business
  • Pharmaceutical
  • Project Management
  • Congress

Reference: 36196012

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