BCD Meetings & Events · 11 hours ago
Congress Project Manager
United States
Contract
Hybrid
Mid Level
$57K/yr - $78K/yr
3+ years expBCD Meetings & Events is a leading meetings and events agency that focuses on creating connections that inspire and motivate. They are seeking a Congress Project Manager to lead congress planning and execution, ensuring compliance and attention to detail while managing multiple programs simultaneously.
Event ManagementEventsTravel
Responsibilities
Serve as the primary point of contact for clients, delivering a consultative, end‑to‑end planning experience
Lead team planning calls and coordinate all logistical components of assigned congresses
Secure and manage housing contracts in alignment with congress rules and client requirements
Oversee exhibitor and attendee registration processes, including communications, reminders, and manifest accuracy
Plan and manage logistics for speaker programs and internal meetings surrounding the congress
Conduct site inspections, planning meetings, and pre‑conferences to ensure all requirements are met
Coordinate onsite responsibilities with hotel partners, ground transportation, and logistics teams
Ensure all compliance requirements are followed and properly documented
Build, manage, and reconcile program budgets with accuracy and transparency
Maintain budgets and program data within client technology tools (e.g., Cvent)
Ensure adherence to accounting processes and financial deadlines
Maintain an audit‑ready environment and reconcile programs in accordance with client audit standards
Advise clients on key milestones and manage critical planning deadlines
Serve as the primary client contact for all logistical arrangements and registration inquiries
Collaborate with the Sourcing Manager to evaluate hotel block options and prepare availability grids
Negotiate supplier contracts to secure optimal pricing, concessions, and cost‑saving opportunities
Uphold the highest level of professionalism and integrity when working with suppliers and partners
Manage an average of 5–10 programs simultaneously
Prioritize assignments effectively and cascade information to internal team members
Oversee governance and resolution of escalations throughout the congress lifecycle
Manage onsite support needs, including coordination of Trip Directors and onsite personnel
Oversee the creation and distribution of registration forms and attendee communications
Maintain accurate program data and reporting within technology platforms, including Cvent
Ensure data integrity across all assigned congresses
Qualification
Required
Serve as the primary point of contact for clients, delivering a consultative, end‑to‑end planning experience
Lead team planning calls and coordinate all logistical components of assigned congresses
Secure and manage housing contracts in alignment with congress rules and client requirements
Oversee exhibitor and attendee registration processes, including communications, reminders, and manifest accuracy
Plan and manage logistics for speaker programs and internal meetings surrounding the congress
Conduct site inspections, planning meetings, and pre‑conferences to ensure all requirements are met
Coordinate onsite responsibilities with hotel partners, ground transportation, and logistics teams
Ensure all compliance requirements are followed and properly documented
Build, manage, and reconcile program budgets with accuracy and transparency
Maintain budgets and program data within client technology tools (e.g., Cvent)
Ensure adherence to accounting processes and financial deadlines
Maintain an audit‑ready environment and reconcile programs in accordance with client audit standards
Advise clients on key milestones and manage critical planning deadlines
Serve as the primary client contact for all logistical arrangements and registration inquiries
Collaborate with the Sourcing Manager to evaluate hotel block options and prepare availability grids
Negotiate supplier contracts to secure optimal pricing, concessions, and cost‑saving opportunities
Uphold the highest level of professionalism and integrity when working with suppliers and partners
Manage an average of 5–10 programs simultaneously
Prioritize assignments effectively and cascade information to internal team members
Oversee governance and resolution of escalations throughout the congress lifecycle
Manage onsite support needs, including coordination of Trip Directors and onsite personnel
Oversee the creation and distribution of registration forms and attendee communications
Maintain accurate program data and reporting within technology platforms, including Cvent
Ensure data integrity across all assigned congresses
Managing multiple priorities and being adaptable
Exceptional problem-solving skills, are calm under pressure and work well in a collaborative environment
Managing the complex world of FCPA, Meal Caps, State Laws and TOV reporting
Event execution including housing selection, registration, ground transportation, menu planning, onsite execution, budget reconciliation, and everything in between
Working in a multicultural environment with a solid understanding of US, EMEA, and APJ cities
Communicating effectively and efficiently
Preferred
Cvent, Excel, and other Microsoft Office Software proficiencies
3+ years in a lead planner role in the Pharmaceutical or Life Sciences industry
A college degree from a 4-year institution
Benefits
Comprehensive healthcare
Retirement plans
Continued education support
Diverse work locations
Travel and hotel discounts
Volunteer and sustainability opportunities
Successful employee recognition program
Company
BCD Meetings & Events
BCD Meetings & Events energize and streamline the business of meetings and events.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Danyle Cafferky
Talent Acquisition Partner
Jena Vonderhaar
Talent Acquisition Partner
Recent News
GlobeNewswire News Room
2025-07-14
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