Project Coordinator - Conference

Event Planning

Project Coordinators have the meticulous responsibility of planning every facet of an event. They are accountable for the completion of all administrative tasks essential for event planning, ensuring that these tasks are accomplished within the project manager's designated timeline

Event Collaterals

Their responsibility extends to crafting event collaterals requested from the bid phase to project completion. Keeping the timeline and requests from the client and project manager as the baseline, they must proactively plan to meet deadlines and ensure the development of event collaterals within the specified timeline set by the project manager.

Speaker Management and Coordination

Speaker Selection: Collaborating with the event team to identify and select appropriate speakers who align with the event's theme and objectives.

Speaker Outreach: Contacting and inviting speakers and discussing event details, including presentation topics and requirements.

Contract Management: Drafting and managing speaker contracts, ensuring that all terms and conditions are met. (Depending on the event requirements)

Communication: Serving as the primary point of contact between speakers and the event team, addressing their questions, concerns, and special requests.

Presentation Coordination: Ensuring that speakers have the necessary equipment, technical support, and presentation materials for their sessions.

Logistics Coordination: Coordinating travel arrangements, accommodation, and transportation for speakers, if required

Schedule Management: Managing the event's agenda, including speaker session schedules, and ensuring that speakers adhere to their allocated time slots.

Speaker Support: Providing on-site support to speakers during the event, helping them navigate the venue and addressing any last-minute issues.

Feedback Collection: Gathering feedback from speakers to evaluate speaker performance and improve future events.

Program Management

Program Development: Collaborate with stakeholders to develop the conference program, including selecting topics, themes, and speakers.

Speaker Management: Assist in identifying and inviting speakers, coordinate speaker logistics, and ensure they have the necessary resources and information for their presentations.

Agenda Planning: Create and manage the conference agenda, including session schedules, speaker time slots, and breaks.

Content Coordination: Manage the collection and organization of presentation materials, abstracts, and papers from speakers and presenters.

Venue and Logistics: Work on logistics related to the conference venue, such as room setup, audio-visual equipment, signage, and catering.

Communication: Maintain regular communication with speakers, presenters, sponsors, and attendees to provide updates and gather information.

Marketing Support: Collaborate with the marketing team to promote the conference, including creating promotional materials and ensuring program information is accurate.

Technical Support: Address technical issues related to presentations, audio-visual equipment, and technology platforms used for virtual or hybrid conferences.

Post-Conference Tasks: Wrap up the conference by handling post-event tasks, such as archiving materials and conducting post-conference evaluations.

CME application

Needs Assessment: Collaborate with medical professionals, educators, and regulatory bodies to identify the educational needs and objectives of healthcare providers.

Program Development: Work with subject matter experts to design CME programs that align with identified needs and meet accreditation requirements.

Accreditation Compliance: Ensure that all CME activities adhere to the accreditation standards and guidelines set by relevant medical boards or accrediting bodies.

Application Preparation: Prepare and submit CME program applications to accrediting organizations, providing all required documentation and information.

Document Management: Maintain accurate records of CME applications, approvals, and documentation, ensuring compliance with record-keeping requirements.

Website Planning: Collaborate with client and project managers to understand the objectives, theme, and content requirements for the event website.

Other Activities: Inter departmental Coordination , CRM (Maestro) ,Event Marketing , Folder Management ,Budget Management .Communication. Problem-Solving ,Adherence to Goals, Quality Assurance

Job Type: Full-time

Application Question(s):

• What is your salary expectation in AED?
• How many years of experience do you have coordinating events, exhibitions, or conferences?