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Conference Manager
3 weeks ago
**About Us**
Offering first-class, professional conference and event management services Canada-wide since 1973, Intertask Conferences is a full-service company specializing in virtual, in-person and hybrid conferences and special events.
Our bilingual PCO and DMC services include strategic planning and consulting, logistics, exhibition and sponsorship sales and fulfillment, financial management, association management, online registration and accommodation, speaker and abstract management, print production, and marketing and communications. Our team is familiar with cutting edge virtual business event technology, and is well-informed regarding protocols and best practices for safe face-to-face events in a post-pandemic world.
If you like to be challenged, Intertask is the place for you For over four decades, Intertask has coordinated thousands of captivating international, national and regional events for groups from 50 to 18,000. Our meticulous organizational skills and reliable logístical support guarantee our clients a flawless event and peace of mind. We have a great group of professionals, and our teamwork is unmatched.
Join us and watch your career soar
**About the Position (Is This You?)**
This highly motivated individual is equally comfortable leading a team, being a team member, and/or working autonomously. This position contributes to the continued success of Intertask Conferences, which primarily services national and international associations, and public sector departments and agencies.
The individual is responsible for the client relations, management and implementation of assigned operational and logístical arrangements for conferences (in-person and virtual), trade shows and special events.
**‘Must Have’ Skills and Job Requirements**
Each client’s event and scope of work is unique; therefore, the key responsibilities may change from one client to the next.
**Event Planning and Management**
- Understanding the fundamentals of event planning, including timelines, budgeting, and logistics coordination
- Familiarity with different types of events (conferences, trade shows, seminars, hybrid events) and their specific requirements
- Knowledge of risk management strategies and contingency planning
**Budgeting and Financial Management**
- Proficiency in creating and managing detailed budgets for large and small events
- Understanding cost control, return on investment (ROI), and financial reconciliation post-event
**Registration Management**
- Expertise in using event registration platforms like PheedLoop, Fourwaves, Oxford Abstracts, CadmiumCD and Stova (Aventri)
- Knowledge of attendee database management, and name badge production
- Experience in managing VIP attendees, and on-site registration
**Vendor and Supplier Coordination**
- Experience working with a variety of conference suppliers: AV, display, venue, F&B, etc
- Knowledge of vendor procurement (RFP), contract negotiation, and relationship management
- Negotiation skills for securing favorable contracts with venues and vendors
- Ability to evaluate service quality and ensure timely delivery of contracted services
**Program Development and Content Management**
- Familiarity with speaker management, including briefing speakers and collecting presentation materials
- Understanding of event flow and spatial design to optimize attendee experience
- Knowledge of tools for audience engagement, such as live polling and interactive Q&A
**Technology**
- Technical aptitude and strong computer skills including proficiency with Microsoft 365 (Teams, Word, Excel, Outlook, PowerPoint, SharePoint)
- Experience with online tools such as: Survey Monkey, Constant Contact; social media; cloud-based sharing tools (SharePoint, Dropbox, Google Docs, AirTable, SmartSheet); Asana, Zoom Meeting and Webinar (set-up and in-meeting management)
**Customer Service and Interpersonal Skills**
- Deep understanding of customer service principles
- Cultural awareness and sensitivity for working with diverse audiences
- Conflict resolution techniques to address issues calmly and effectively
**Sponsor and Exhibitor Management**
- Cultivating relationships with exhibitors and sponsors, managing exhibit hall logistics, and ensuring flawless execution of sponsorship activations
**Soft Skills Knowledge/Additional Information**
- Self-starter with a demonstrated ability to multitask in a fast-paced environment, exercising a high level of decorum, discretion and judgement, especially in pressure situations
- Leadership principles for managing event teams and volunteers
- A strong team player with exceptional skills as a team leader, capable of working with multiple individuals and personality types and experience mentoring staff
- Works well independently and as a member of a project team
- Ability to set priorities based upon projects assigned and know when to reprioritize tasks
- Time management techniques to prioritize tasks during high-pressure situations
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