What are the responsibilities and job description for the Events Marketing Manager position at progenesis?

Essential Duties and Responsibilities

Include the following. Other duties may be assigned.

Logistics & On-Site Management

Manage all hotel and venue logistics, including meeting rooms, general sessions, exhibitor hall layout, catering, AV needs, and special events.
Coordinate major events such as the opening ceremony, boat cruise, and workshops (food, entertainment, timing, promotional materials).
Oversee registration systems, livestreaming, badge scanning, and lead-capture technology.
Serve as the primary point of contact for all vendors (hotel, AV, registration teams, banquet, DJ, photobooth, shipping partners, etc.).
Manage contracts, vendor agreements, payments, and overall logistical budgets.
Oversee the production of conference materials such as badges, T-shirts, goodie bags, awards, banners, signage, and printed programs.
Coordinate speaker travel, lodging, itineraries, and honorarium payments.

Marketing & Communications

Develop and execute the annual marketing strategy for the conference, including email campaigns, newsletters, social media, and digital outreach.
Create and maintain a year-round social media calendar to promote speakers, exhibitors, deadlines, and conference highlights.
Design promotional and visual materials including brochures, banners, graphics, and advertisements.
Manage the conference website, ensuring all content, schedules, sponsorship information, and updates are accurate and visually appealing.
Collaborate with partners, related conferences, and professional organizations to expand reach and attendance.
Produce speaker spotlight campaigns, promotional videos, and content featuring scientific sessions.
Coordinate all on-site marketing elements, including signage, photography, videography, and giveaways.

Scientific Program Development

Design the scientific program structure, including session themes, speaker lineup, and scheduling across two days.
Recruit, confirm, and manage 16 speakers; track presentation deadlines and session requirements.
Work with ABB to obtain CEU accreditation and manage the attendee evaluation process.
Ensure all presentations and AV materials are tested and conference-ready.
Support on-site academic components including roundtable discussions, workshops, and Q&A sessions.
Collaborate with marketing on scientific content promotions (speaker videos, testimonials, program teasers).

Exhibitor & Sponsor Management

Drive exhibitor and sponsor recruitment, manage sponsorship packages, and maintain strong partner relationships.
Serve as liaison for exhibitor communications, setup instructions, deadlines, and portal management.
Oversee exhibitor booth layout planning, logistics, AV needs, and on-site support.
Ensure sponsors receive full fulfillment of all branding, visibility, and promotional benefits.
Coordinate exhibitor workshops, product demos, and setup logistics.
Partner with Marketing to highlight exhibitors in promotions, social media, and conference materials.

Qualifications

Bachelor’s Degree preferred in Marketing / Business or equivalent.
Highly organized, creative, results-driven and detail-oriented.
At least two years of experience in event management, marketing, scientific programming, and exhibitor/sponsor relations.
Strong project management, communication, and vendor negotiation skills are essential.
Ability to balance high-level planning with hands-on execution is critical.
Excellent knowledge of MS Office.
Experience with design and social media (Adobe Creative Suite, Canva, Mailchimp).

Physical Requirements

Pay: $85,000.00 per year

Benefits:

Work Location: In person

Salary : $85,000

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Events Marketing Manager