Essential Job Duties:
Invite speakers / committee liaison:
- Coordinates program related events such as workshops, symposia, national and international Scientific Events etc.
- Plans and organizes logistics for events, ensuring their smooth operation. Arranges for travel accommodations, transportation, displays and other event needs.
- Negotiates event-related fees and honoraria agreements. Creates event programmes and agendas.
- Ensure the smooth operation and that all logistics and other event details are implemented as planned.
- Be main point of contact for Program chairs, session chairs, scientific committee and invited speakers for conference content/for all conference related communications.
- Manage timelines for Program chairs, session chairs, scientific committee and invited speakers.
Conference program:
- Confirm proposed program structure and ensure it works within limitations of time & space.
- Confirm timing of breaks, lunches, start and end times.
Abstract management and abstract book production:
- Compile conference specific abstracts and update on Abstracts database.
- Liaise with chair to confirm abstract review procedure and compile review instructions accordingly.
- Pro-actively work with internal and external teams to ensure that deadlines are meet.
- Compile abstract review data, send to chair and mark-up Abstracts database.
- Update Abstracts with dates, times and numbers and notify speakers of their presentation times.
- Coordinate poster program details, update presenters and supply guidelines .
- Request presenters/speakers to register by Speaker registration deadline.
- Collate abstracts, invited speaker bios and abstracts, artwork and sponsor files.
- Compile all files into conference abstract book proof and send for printing.
Reporting:
- Report on the status of conference to Director, Program Manager and Team Leader regularly and tailor each report to the receiver’s needs.
- Create Management Information Reports including conference feedback for further conference development.
