Congress Registration & Housing Manager at BCD Travel

Job Summary:

Responsible for relationships with Congress Housing Bureaus, securing and managing housing blocks, exhibitor badge management, website builds, reporting, client and attendee communications.

Essential Duties and Responsibilities:

Job Specific Essential Duties & Responsibilities:

Core Responsibility 1: Delegate Management

• Secure congress registrations for attendees
• Manage rooming list for attendee housing
• Handle day to day attendee inquiries
• Ensure compliance requirements and guidelines are followed and properly documented when applicable
• Act as contact with associations/societies to ensure open communication
• Provide data when required for reconciliation in accordance with Client audit standards/maintain an audit ready environment
• Secure exhibitor badges
• Consistently use all mandatory templates and processes
• Work on multiple congresses simultaneously which requires a high level of multi-tasking skills
• Communicate with teammates on a regular basis to ensure internal alignment and transparency
• Coordinate onsite job responsibilities with onsite logistics team when required and as appropriate

Core Responsibility 2: Technology Tools

• Build and manage registration websites in Cvent
• Import and maintain attendee data in Cvent
• Ensure data accuracy in Cvent at all times
• Create and deliver attendee communications
• Cvent reconciliation as needed
• Use SharePoint and Teams to store historical and auditable documents

Core Responsibility 3: Client & Attendee Communication

• Advise of critical deadlines in planning process
• Primary contact with regards to all logistical arrangements surrounding congress
• Oversight of attendee registration and housing questions
• Ensure internal and external reporting requirements is accurate and delivered within timelines
• Maintain the highest level of quality, professionalism, and integrity when negotiating with suppliers

Other:

• Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice or as required by local regulations.

Essential Job Functions:

• Must be able to come to work promptly and regularly
• Must be able to take direction and work well with others
• Must be able to work independently in the absence of constant supervision
• Must be able to work under stress and meet deadlines
• Must be able to concentrate and perform accurately while meeting applicable productivity measures
• Must be able to embrace change productively and to handle other tasks as assigned
• Must be able to protect the confidential information of both BCD M&E and the client

Key Contacts / Relationships: (only list 3-4 key contacts in each section)

Internal:

* BCD operations and account management personnel

* BCD team members

External:

* Clients
* Industry contacts
* Congress Housing Bureaus

Education / Knowledge / Experience: (Subject to local laws and practices)

Essential:

• College Degree strongly preferred

• Minimum of one (2) year congress housing bureau experience
• Minimum of one (1) year congress/convention planning/event management experience
• Minimum of three (3) years' experience in client management
• Minimum of three (3) years' attendee management experience

• Strong customer service experience required

• Proficient in Microsoft Office

Preferred:

• Pharmaceutical Industry experience preferred

• CMP certification