Congress Coordinator

About BCD Meetings & Events

BCD Meetings & Events (BCD M&E) goes beyond traditional event planning by fostering connections that inspire and motivate change for clients worldwide. As a global leader with a team of over 2,000 professionals across 60+ countries, headquartered in Chicago, BCD M&E champions sustainability and business success through a culture rooted in passion, purpose, and people. The company values empathetic leadership, a flexible work environment with appealing perks, and meaningful challenges.

Role Overview

The Congress Coordinator will support logistical planning and attendee management for various international congresses. This position demands meticulous attention to detail, excellent customer service, a proactive attitude, and commitment to task completion. Collaboration with internal teams, vendors, and Professional Congress Organizers (PCOs) is essential to ensure efficient service delivery, compliance, and contract handling. The role is primarily behind-the-scenes but may occasionally involve direct client interaction when necessary.

Key Responsibilities

• Manage hotel room blocks adhering to congress policies.
• Oversee attendee registration for congresses.
• Ensure compliance with all relevant guidelines and maintain proper documentation.
• Reconcile meetings following client audit standards and maintain audit readiness.
• Coordinate travel arrangements through Group Travel providers and source local ground transportation partners.
• Secure and oversee dinner arrangements in compliance with local regulations and budget limits.
• Respond to client and supplier queries regarding logistics, dinners, transportation, and related exceptions.
• Maintain primary contact points with local suppliers and stakeholders to enable clear communications.
• Review and approve supplier proposals, contracts, and invoices to maintain audit compliance.
• Collect and distribute flight details for airport transfers accurately.
• Prepare and dispatch printed materials such as welcome packets and front desk letters to congress venues.
• Coordinate onsite logistics teams for dinners, transport, and other event requirements.
• Manage the creation, updating, and distribution of registration forms and other communications using technology tools.
• Maintain accurate attendee data in systems such as Cvent and ensure timely, accurate reporting.
• Develop and maintain master response charts, shared drives, and congress workbooks.
• Update restaurant descriptions, event emails, and relevant communications.
• Maintain records of all communications and documentation related to congress logistics.
• Distribute post-congress surveys via appropriate technology platforms.
• Manage key deadlines, fiscal oversight of congress activities, and supplier contract negotiations to maximize savings.
• Serve as primary client liaison for logistics and registration matters, ensuring professionalism and integrity.
• Assume additional duties as necessary within scope of role responsibilities.

Candidate Profile

• Bachelor’s degree is strongly preferred.
• At least two years of experience in congress/convention planning and account/client management.
• Experience managing vendors, sourcing services, and contract negotiation is required.
• Background in the pharmaceutical industry is advantageous.
• Familiarity with participant registration processes for congresses is important.
• Strong customer service orientation and experience dealing with international attendees.
• Knowledge of the travel industry and event destinations.
• Proficiency in Microsoft Office applications.
• Willingness to travel up to 40% of the time.
• Ability to work punctually, follow directions, collaborate effectively, manage stress under deadlines, maintain focus and accuracy, adapt to changes productively, and lead internal teams from a project management perspective.

Benefits and Company Culture

• Flexible working arrangements supporting location and timing preferences.
• Opportunities for personal growth with ownership of professional development.
• An inclusive environment where every individual's input is valued and respected.
• Variety of roles across global offices enabling new career adventures.
• Comprehensive benefits including healthcare, educational support, travel discounts, volunteer opportunities, and employee recognition programs.
• Supportive leadership focused on positivity, trust, and ongoing employee support.