Professional Conference Organiser

4 weeks ago

Cape Town, South Africa Tanya Serra Recruitment Full time

**PROJECT MANAGER - Professional Conference Organiser**

This Group seeks to employ an experienced full time project manager with PCO and association client experience based in South Africa. This is a remote role and you will be required to have stable, fibre internet to allow you to join virtual meetings. You will report directly to the Group Co-Managing Director with supervision by the Africa Director.

**Objective**: The main role of the Project Manager is to oversee and manage the whole process of congress or conference preparation and organization from the stage of idea generation to complete implementation. The PM is responsible for all major areas of pre-, during and post event management and will act as a key point for project communication, execution and organization.

**Key Responsibilities**:

- Managing and planning the scientific program and event agenda
- (This includes working directly with doctors/professors on identifying the key areas of the topic, testing ideas, following up and making sure the required information for the program is delivered and put together on time)
- Identifying and pre-selecting event venue (It also includes managing necessary on-site check-ups and arrangements for the planned event, securing the bookings, negotiating the contracts)
- Monitoring and executing the process of selecting other appropriate suppliers for the event, negotiating the contracts and price (ex.: catering, transportation, technical equipment and operations, social events and city tours)
- Overseeing budget preparation and project costs evaluation and analysis. Financial management
- Planning and leading (virtual and print) marketing campaign working closely with graphic designers. Monitoring of the event website construction, program design, booklets and publications. Full responsibility of congress marketing, planning, acting, reporting and analyzing the results.
- Conference marketing: conference marketing is a key and vital part of the congress, social media, (varied on each congress), leading the chairpersons to use their social media, Newsletters, and other marketing activities.
- Ongoing communication with relative colleagues ( registration, technical, graphic, account, conference marketing)
- Supervising and arranging all logístical and operational issues prior to the event.
- Managing the team of people under various divisions working on the project in order to securing timely and professional delivery of the results and smooth event organization
- Coordination of the on-site management of the event
- Maintaining record keeping, storage and archiving of all materials produced for the conference and passing this data to the main office
- Providing post-event follow-up and reporting
- Reporting to the project manager Director

**Some of the ongoing tasks in detail: mostly applicable for physical meetings but some also to Virtual conferences**
- **Financial Management**:

- Develop Initial Budget
- Entire budget control
- Responsible for-profit margins
- Management and payment of all outgoings
- Full financial reporting on a monthly basis
- Budget
- Invoicing
- **Venue Management**:

- Research and prepare a venue and cost analysis for approval (when needed)
- Manage all negotiations, pays deposits, and liaises with the conference venue throughout the planning and staging of the conference
- In Virtual congresses manage the platform
- **Online forms**:

- Set up events database
- Online access to conference reports by conference committee [if required]
- Online review of abstract submissions
- **Audio-Visual Coordination - in conjunction with Technical Manager**:

- Management of all sound and lighting requirements at venue and off-site social events
- Coordinate a/v requirements from speakers with Technical Manager
- Management of speaker’s preparation room
- In virtual congresses, recording the speakers and other aspects of course
- **Catering**:

- Design of applicable food and beverage packages with caterer
- Liaison with caterer to ensure appropriate staff levels allocated to service meal breaks
- Provide final numbers and dietary requirements to the caterer
- **Signage**:

- Create signage plan with Technical Manager
- **Social Program ( in some congresses)**:

- Present ideas and costed options to conference committee
- Liaise with and confirm venues as required
- Manage transport to off-site venues
- Present a range of entertainment options to the committee, complimenting the social functions held through the conference.
- Management of all venue requirements for entertainers including audio visual, lighting and staging
- Liaise with entertainment or agency, manage all negotiations, deposits and payments
- Management of accompanying persons program
- Management of pre and post touring if required or provide links to tour providers on the website
- **Technical Program**:

- Prepare draft structure of conference technical program
- Management of industry field trips including arrang

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