Conference Event Manager

3 weeks ago

Mumbai, India ProMax Events Full time

Event Manager


The scientific coordinator plays a pivotal role in planning, organizing, and executing the scientific program of a medical conference. This includes managing sessions, coordinating with speakers, ensuring smooth content delivery, and maintaining the overall academic flow of the conference.  


Key Responsibilities: 

Scientific Program Development: Collaborate with the scientific committee to design a structured conference program, including plenary sessions, workshops, panel discussions, and case presentations. Assist in finalizing topics, tracks, and session structures based on current medical trends and guidelines. Coordinate with session chairs, moderators, and faculty to ensure alignment with the conference's overall theme.  


Speaker Coordination: Communicate with invited national and international faculty to confirm their participation, session topics, and logistics. Manage speaker timelines for submission of abstracts, presentations, and other content.  Assist speakers in formatting and uploading their presentations for seamless delivery during the sessions.  


Abstract and E-Poster Management: Oversee the abstract submission process, including reviewing, categorizing, and coordinating with reviewers. Ensure the smooth organization and display of E-Poster sessions, including technical setups. Communicate with participants regarding their submissions, approvals, and presentation schedules.  


Content Management: Work closely with the AV team and content managers to upload presentations, videos, and live case materials. Handle last-minute changes to content or session schedules.  


Session Execution and Technical Oversight: Supervise live sessions to ensure they start and conclude on time. Coordinate with the AV/technical team to ensure smooth functioning of audio-visual aids, video streaming, and presentations. Act as a point of contact for moderators, panellists, and speakers during sessions. 


Skills and Competencies Required: Organizational Skills: Ability to manage multiple sessions, schedules, and speakers efficiently.  


Communication Skills: Excellent written and verbal communication for liaising with faculty and stakeholders.  

Technical Proficiency: Familiarity with AV setups, presentation tools (PowerPoint, Prezi), and content management systems. 


Attention to Detail: Ensuring accuracy in program timelines, abstracts, and session deliveries. 

Problem-Solving Skills: Quick decision-making to resolve technical glitches or scheduling issues. 

Time Management: Ability to meet strict deadlines in a fast-paced environment.  


Qualifications and Experience:  Bachelor's degree in science, medicine, healthcare, or related fields. Experience in medical conference coordination or event management (1-3 years preferred).  Knowledge of medical terminology and trends is a plus. 


Work Environment:  Dynamic, fast-paced work environment with on-site responsibilities during the conference. Flexibility to work extra hours during pre-conference planning and execution.  

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