Congress Project Manager

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world's most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.

Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E's team of 1,800+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can't guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.

See what life is about at BCD M&E atbcdme.com/careers

Congress Program Manager

We are seeking a Congress Program Manager to join our dynamic Life Sciences Division. In this clientfacing role, you will serve as the congress planning lead and project manager for clientattended congresses. You will collaborate closely with internal teams, suppliers, and client stakeholders to ensure each congress is executed flawlessly, compliantly, and with exceptional attention to detail. You excel at keeping programs on time, on budget, and auditready-while managing multiple priorities with confidence and clarity.

Sound like you? Keep reading.

Your responsibilities

Meeting Planning & Execution

• Serve as the primary point of contact for clients, delivering a consultative, endtoend planning experience.
• Lead team planning calls and coordinate all logistical components of assigned congresses.
• Secure and manage housing contracts in alignment with congress rules and client requirements.
• Oversee exhibitor and attendee registration processes, including communications, reminders, and manifest accuracy.
• Plan and manage logistics for speaker programs and internal meetings surrounding the congress.
• Conduct site inspections, planning meetings, and preconferences to ensure all requirements are met.
• Coordinate onsite responsibilities with hotel partners, ground transportation, and logistics teams.
• Ensure all compliance requirements are followed and properly documented.

Budget & Financial Management

• Build, manage, and reconcile program budgets with accuracy and transparency.
• Maintain budgets and program data within client technology tools (e.g., Cvent).
• Ensure adherence to accounting processes and financial deadlines.
• Maintain an auditready environment and reconcile programs in accordance with client audit standards.

Client Communication & Supplier Management

• Advise clients on key milestones and manage critical planning deadlines.
• Serve as the primary client contact for all logistical arrangements and registration inquiries.
• Collaborate with the Sourcing Manager to evaluate hotel block options and prepare availability grids.
• Negotiate supplier contracts to secure optimal pricing, concessions, and costsaving opportunities.
• Uphold the highest level of professionalism and integrity when working with suppliers and partners.

Project & Team Leadership

• Manage an average of 5-10 programs simultaneously.
• Prioritize assignments effectively and cascade information to internal team members.
• Oversee governance and resolution of escalations throughout the congress lifecycle.
• Manage onsite support needs, including coordination of Trip Directors and onsite personnel.

Technology Tools

• Oversee the creation and distribution of registration forms and attendee communications.
• Maintain accurate program data and reporting within technology platforms, including Cvent.
• Ensure data integrity across all assigned congresses.

You're good at

• Managing multiple priorities and being adaptable. You have exceptional problem-solving skills, are calm under pressure and work well in a collaborative environment.

• Managing the complex world of FCPA, Meal Caps, State Laws and TOV reporting.
• Event execution including housing selection, registration, ground transportation, menu planning, onsite execution, budget reconciliation, and everything in between.
• Working in a multicultural environment with a solid understanding of US, EMEA, and APJ cities.
• Communicating effectively and efficiently.

You might also have

• Cvent, Excel, and other Microsoft Office Software proficiencies.
• 3+ years in a lead planner role in the Pharmaceutical or Life Sciences industry.
• A college degree from a 4-year institution.

You Should Know

• This role operates on Eastern Standard Time.
• This role requires up to 35% travel.

THE PERKS

Flexible Working
We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow
Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice
We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move
The diversity of roles across BCD M&E's global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career - there's always room to move.

We've got you covered
Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We're positive. You'll love it.
It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

Travel requirements for this role are as follows:25% to 50%

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the US for the position of Congress Project Manager is between $57,000 - $78,000. The actual pay depends on your skills, qualifications, experience, geographical location, and project budget.

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