Congress Specialist - Housing

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behaviour for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.

Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E’s team of 1,800+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.

Are you ready to dive into the exciting world of Congress housing management? Due to internal progression we are looking for a Congress Specialist - Housing to join our Meetings Management Life Sciences team working remotely within one of our pharmaceutical client dedicated accounts. You will partner alongside the Sourcing Manager to secure and coordinate group hotel accommodation for this client and their customers attending worldwide pharmaceutical congresses. As part of this role, you will also have the opportunity to travel onsite to key congress events both in the UK and Internationally.

As a Congress Housing Specialist, you will:

• Partner with the Sourcing Manager for securing, negotiating, and organising hotel bookings for client groups
• Build and maintain strong, professional relationships with Housing Bureaus, Housing brokers and direct hotel contacts for Congress hotel bookings
• Negotiate vendor contracts and mitigate financial risk
• Monitor accuracy of group blocks including rooming lists, cut-off dates, rates, etc.
• Review rooming lists for accuracy and ensure all final billing is accurate for processing
• Work as a project team to execute well-timed, clear, and accurate attendee and supplier communications
• Work within the applicable registration website technology to manage thresholds for arrival/departure parameters, room blocks, attendee changes, activities, data capture and reporting
• Prepare all relevant onsite documents including reports
• Manage day to day pharma compliance reporting requirements
• Manage all reporting documentation required for compliance and final reconciliations
• Communication – listening, written and verbal
• Proven delegate/attendee management expertise including but not limited to using registration tools
• Excellent attention to detail
• Event project management knowledge
• Analytical thinking: ability to independently and through collaboration troubleshoot to achieve efficient and effective registrations processes
• Proficient in Microsoft office applications
• Ability to react, think on your feet, offer solutions, work on multiple projects and timelines at once
• Ability to travel in the UK and Overseas on occasion

You might also have:

• Pharmaceutical event delivery knowledge
• Pharmaceutical compliance knowledge
• Cvent experience in registration and reporting

You should know:

• Role is UK remote based, full time, Monday-Friday
• Our standard working hours are 9:00 AM - 5:30 PM with an hour break
• You must have the ability to travel within the UK and Overseas which may include weekends (lieu time given) on occasion
• You must have the right to work in the UK

How to apply: Click apply now to be considered.

The perks:

• Flexible Working: We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.
• Room to Grow: Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.
• Everyone has a voice: We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.
• Make your move: The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.
• Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.
• We’re positive. You’ll love it. It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.