Conference & Events Planner - BioMADE

BioMADE is seeking a Conference and Events Planner to lead the planning and execution of the annual Member Meeting, Application Workshops, regional convenings and happy hours, virtual webinars, and more. This person will have the opportunity to drive engaging and exciting events to bring together our network of nearly 300 member organizations.  

 Essential Duties and Responsibilities 

 Member Meeting

• Lead the planning of BioMADE’s annual 3-day Member Meeting, with attendance of 400+.
  
  • Work with leadership to identify and evaluate cities of interest to hold the Member Meeting, including evaluating venues and budgeting. 
  • Identify and recommend venues including main meeting venue plus nearby hotels, committee meeting space, restaurants, etc.  
  • Serve as main point of contact for venue, including contracts, room layouts, AV needs, etc.
  • Serve as main point of contact for catering, including main conference meals, happy hours, etc. 
  • Work with communications and membership team to develop and grow inaugural sponsorship program   

• Work with communications and programs team to manage overall conference program, including: 
  • Internal speakers: Track session nominations and evaluation, identifying and evaluating panelists, inviting panelists, receiving and tracking slides, pre-event practice meetings, reminders with logistics, etc.  
  • Member speakers: Build system for members to pitch their session topics and for BioMADE to evaluate; invite speakers and provide logistical details; gather and track slides; reminders, etc.  
  • Exhibits: Formalize exhibit system, provide all needed information to members. 
  • Keynote and VIP speakers: Work with internal team to prepare invitation letters, track invitations, track needs such as talking points, confirm logistics and reminders with VIP’s team as relevant.  
• Become an expert with Cvent
  • Manage event registration system, event app, and event registrant approvals.
  • Explore new capabilities in Cvent such as Speaker Resource Center, Exhibitor Portal.
• Consider and evaluate options for event sponsorships and/or vendor halls, work with members as needed. 
• Develop staffing plan, provide written instructions to staff outlining their roles, responsibilities, and schedules. 
• Work with Associate Director of Communications on graphic design needs and printing schedule, including booklet, nametags, signage, etc. 
• Source domestically made giveaway items, sustainable/eco-friendly if possible. 
• Manage all day-of logistics.  
• Serve as main point of contact for event attendees. 
• Seek feedback post-event and make recommendations for future improvements. 
• Make event budget recommendations.  
• Source and coordinate with photographer. 

External Conferences 

• Conferences include but are not limited to: 
  • Defense Manufacturing Conference – and attend biweekly planning calls.
  • POST 
  • Society for Industrial Microbiology 
  • HI-TEC 
  • Pentagon Day 
  • White House Demo Day 
  • NDIA Emerging Technologies Conference 
  • Identify and recommend additional conferences at which BioMADE should have a presence, e.g. IMTS, ABLC. 
• Evaluate conferences at which BioMADE should have an exhibit based on attendees, topics, schedule, budget, etc.  
• Manage all aspects of external exhibits: lining up booth, shipping items required for booth, staffing plan, etc. 
• Report out to members after we feature their products at external exhibits, provide photos if possible. 
• Maintain library of BioMADE tabling supplies (tablecloths, banners, business card holders, etc.) and flag when we need to reorder. 

External Speaking Engagements 

• Track speaking engagements for BioMADE staff at external events (e.g., SXSW, other industry conferences). 
• Track member participation on BioMADE-hosted panels at external speaking engagements.  
• Track presentations and talking point approvals, provide samples as needed.  

 Other BioMADE-Hosted Events 

• Webinars   
  • Set up and host webinars in zoom.
  • Manage reminders to speakers, slides, recordings, special needs like breakout rooms, etc.
• Happy hours  
  • Evaluate locations for member appreciation happy hours, make recommendations. 
  • Work with venue on logistics. 
• Application Workshops: Manage registrations, abstracts, and logistics. 
• Plan groundbreakings and ribbon-cutting ceremonies for infrastructure. 

Other Duties 

• Work with communications and membership team to track event attendance and engagement through Salesforce.  
• Work with members to grow sample library; track what samples we have and need; make recommendations for new samples. 
• Stay aware of other events at the organization (e.g., EWD workshops) and recommend photography opportunities.  
• Provide information about upcoming all events to communications team for promotion.

Summary

BioMADE is a public-private partnership at the forefront of the exciting bioindustrial manufacturing industry. Bioindustrial manufacturing is transforming how we make products in the U.S. – from chemicals to materials to food and more. Working with our network of nearly 300 leading industry, academic, and nonprofit members, BioMADE is securing America’s future through bioindustrial manufacturing innovation, education, and collaboration. 

By harnessing the power of biology, BioMADE and its members are creating more robust and resilient supply chains, making the U.S. more self-sufficient, re-shoring manufacturing jobs, and producing more environmentally sustainable products without relying on traditional petroleum sources. BioMADE is also building a diverse and globally competitive STEM workforce to ensure American workers are prepared and ready to fill new jobs within this rapidly growing industry. National interest and momentum for bioindustrial manufacturing is at an all-time high. Join this dynamic, growing organization to make a difference in the future of bioindustrial manufacturing!  

BioMADE recognizes the value of diversity in the scientific endeavor. We nurture merit, talent, and achievement by supporting equal opportunity and encouraging diversity and welcome people of all backgrounds and beliefs to join us in our mission to enable domestic bioindustrial manufacturing at all scales. Research indicates that individuals who identify as male tend to apply for jobs when they meet just 60% of the criteria, while individuals who identify as female and individuals from marginalized groups only apply if they are a 100% match. If you are passionate about mission-driven organizations and believe that you have what it takes to be successful in this role, even if you do not meet all the qualifications, please apply. We appreciate the opportunity to consider your application.

BioMADE offers competitive salaries commensurate with experience, an annual bonus plan, and a comprehensive benefits package which includes 100% employer-paid medical, dental, and vision insurance for employees and a generous contribution toward dependent coverage, short- and long-term disability insurance, basic and supplemental life insurance, flexible spending plan, a robust 401(k) retirement plan with a dollar-for-dollar up to 6% match, accrued Paid Time Off, and a generous holiday calendar. We also offer a hybrid work environment for many positions, casual dress, free parking, internet and cell phone stipend, and continuing skillset development opportunities.  

Export Control Disclaimer  

This position will involve access to hardware, commodities, and technical information subject to the Export Administration Regulations or International Traffic in Arms Regulations. Accordingly, any hiring decision might depend in part on the BioMADE's ability to obtain or rely on federal government authorization as required, if you are not a U.S. citizen, lawful permanent resident of the U.S., asylee, refugee, or other qualifying protected individual as defined by 8 U.S.C. 1324b(a)(3).

EOE Statement  

BioMADE is an equal opportunity employer to all and makes hiring and employment decisions without regard to age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation or any other characteristic protected by applicable federal, state, or local law.