Tradeshow Planner

Job Description:

• Plan, coordinate, and execute logistics for domestic tradeshows, conferences, and customer dinners
• Manage venue selection, contracts, booth/exhibit space, housing blocks, AV, catering, signage, and shipping of demo units/collateral
• Coordinate with exhibit house vendors on booth design, fabrication, drayage, and installation/dismantle schedules
• Track and manage the event calendar, event budgets, vendor invoices, and cost reconciliation
• Work closely with commercial, marketing, and communications teams
• Ensure compliance with FDA guidelines, HCP interaction rules, Sunshine Act reporting, AdvaMed Code, and company compliance policies
• Manage attendee registration, housing, and staff communications
• Manage shipping and receiving of exhibit assets, demo equipment, and marketing collateral, including customs documentation for international shows
• Conduct post-event wrap-up, including budget reconciliation, vendor performance review, and ROI reporting
• Manage multiple overlapping projects and deadlines

Requirements:

• 5+ years of experience planning tradeshows and corporate meetings, preferably in medical device, pharma, biotech, or healthcare
• Working knowledge of HCP compliance requirements (Sunshine Act, AdvaMed Code, or similar)
• Excellent organizational and written/verbal communication skills
• Experience with event/registration platforms (e.g., MS Suite, Adobe, AddEvent)
• Excellent project management and budget-tracking skills
• Ability to coordinate a high level of activity under a variety of conditions and restraints
• Ability to travel if required
• Experience with major medical/clinical conferences (e.g., specialty society meetings) preferred
• Familiarity with shipping/customs requirements for medical equipment preferred
• Certification such as CMP (Certified Meeting Professional) or CTSM (Certified Trade Show Marketer) preferred

Benefits:

• Paid Time Off (PTO)
• 401(k) with up to a 6% company match
• Holiday pay
• Medical, dental, and vision insurance
• Short-term and long-term disability coverage
• Paid parental leave
• Potential conversion to full-time employment based on business needs and performance
• Great Place to Work Certified workplace culture