The Meeting Planner (Contract) will provide end-to-end project management for the planning and execution of our annual international healthcare conference in London (two days, 150 attendees.) This individual will serve as the primary coordinator for on-going venue logistics, supplier management, registration, speaker support, budgeting, timelines, and on-site meeting execution while collaborating with staff, volunteers, vendors, and international stakeholders.
The ideal candidate has significant experience planning international conferences and association meetings, particularly within healthcare, medical education, or nonprofit organizations.
KEY RESPONSIBILITIES
Project Management
· Develop and maintain a comprehensive event project plan and timeline.
· Track milestones, deadlines, and deliverables.
· Coordinate planning meetings and distribute meeting notes and action items.
· Identify risks and recommend solutions proactively.
Venue & Logistics
· Serve as the primary liaison with the London venue.
· Coordinate meeting room setup and specifications.
· Manage audiovisual requirements.
· Coordinate food and beverage functions.
· Oversee lodging room blocks and VIP accommodations.
· Coordinate transportation and on-site logistics.
Vendor Management
· Source and manage local suppliers.
· Negotiate contracts and pricing within approved authority.
· Coordinate production schedules.
· Ensure vendor compliance with contractual obligations
Registration & Attendee Experience
· Manage registration platform and attendee communications.
· Coordinate badges and registration materials.
· Develop attendee information and logistical communications.
· Oversee on-site registration operations.
Speaker & Faculty Management
· Coordinate speaker invitations and confirmations.
· Collect presentation materials and biographies.
· Manage speaker schedules.
· Coordinate speaker ready room activities.
· Support travel coordination as needed.
Budget Management
· Monitor assigned budget categories.
· Track invoices and purchase orders.
· Reconcile expenses.
· Identify cost-saving opportunities.
Sponsor & Exhibitor Support
· Coordinate exhibitor logistics.
· Manage sponsor deliverables.
· Coordinate exhibit hall operations.
· Ensure fulfillment of onsite sponsorship benefits.
On-Site Event Management
· Lead on-site meeting operations.
· Supervise vendors and any approved volunteers/staff
· Resolve operational issues quickly and professionally.
· Coordinate event setup and teardown.
· Conduct post-event debrief meetings.
Post-Event Responsibilities
· Coordinate surveys and evaluations.
· Compile event metrics and reports.
· Reconcile final invoices.
· Document recommendations for future events.
REQUIRED SKILLS AND EXPERIENCE
· 5+ years of professional meeting planning experience.
· Experience managing conferences of 200–1,000+ attendees.
· Experience planning professional education meetings in the United Kingdom or Europe.
· Excellent project management and organizational skills.
· Strong vendor negotiation experience.
· Experience managing event budgets.
· Outstanding written and verbal communication skills.
· Ability to work independently with minimal supervision.
· Willingness to travel to London for planning meetings and event execution.
PREFERRED EXPERIENCE
· Experience with healthcare or medical conferences.
· Experience working with nonprofit or professional associations.
· Familiarity with continuing education (CME/CPD) programs.
· Knowledge of UK event suppliers and venues.
CORE COMPETENCIES
· Project Management
· Budget Management
· Vendor Negotiation
· Event Operations
· Relationship Management
· Problem Solving
· Attention to Detail
· Time Management
· Cross-Cultural Communication
· Adaptability
DELIVERABLES
The contractor will be expected to:
· Deliver an event project plan and timeline.
· Provide bi-weekly status reports.
· Maintain budget tracking reports.
· Manage vendor deliverables.
· Coordinate all attendee logistics.
· Execute successful on-site event operations.
· Complete a post-event report within 30 days following the conference.
CONTRACT TERMS
· Independent Contractor (1099 equivalent or UK contractor, as applicable)
· Estimated commitment: 3 hours per week, increasing to 40+ hours per week during the final week before and during the conference.
· Travel to London required for pre-event site visits (if requested) and full on-site event management.
· Compensation: Daily/hourly rate, based on experience and scope.