Overview

The American Society for Clinical Pharmacology & Therapeutics (ASCPT) is seeking an experienced Contract Conference Director, either independent or through a conference management company, to support the Society with venue selection and hotel logistics, leading the planning and execution of the ASCPT Annual Meeting, a premier event in clinical pharmacology and translational science. The primary objective of this role is to support pre-planning logistics and onsite management at the Annual Meeting. Conference logistics for pre/post-conference programs held in conjunction with the Annual Meeting will also fall within this role. As a contract position, contractor is not entitled to any employee benefits like health insurance, paid time off, retirement plans, or workers' compensation afforded to employees of the organization.

ASCPT Profile

ASCPT (www.ascpt.org) was founded in 1900, and with over 3,000 professionals it is the largest scientific and professional organization serving the disciplines of clinical pharmacology and translational science. ASCPT focuses on improving the understanding and use of existing drug therapies and developing safer and more effective treatments for the future. Our members' unique combination of scientific and clinical expertise makes them especially qualified to understand the impact of disease on patients, the compelling need for effective drug therapy, and the efforts necessary to meet those needs. Such efforts include research, exchange of scientific information, and awareness of legislative requirements that affect drug development and regulation.

ASCPT Annual Meeting

ASCPT’s Annual Meeting is a three-day conference, and consists of comprehensive state-of-the-art lectures, featured speakers, symposia, workshops, and scientific presentations (posters). Attendance is typically 800 -1,300 individuals. ASCPT is embarking on a Strategic Event Framework to increase registration and make the event more attractive to attendees and partners. The program includes 16-20 scientific sessions, with up to 4 held concurrently. The Annual Meeting not only provides a setting for the presentation of new scientific work and review of recent advances but is also an important opportunity for members as well as non-members to meet and discuss areas of common interest and concern. Additional offerings include a Partner Hub, Learning Labs, a poster hall with 300+ abstracts presented, and two receptions. The location of the Annual Meeting changes year-to-year based on space availability and fit a flow and ease of travel, with the conference held in the Washington, DC, area every other year.

Key Responsibilities 

1. Contractor will provide the following support and pre-planning services, with minimal supervision, for a 900+ in-person scientific meeting.
   1. Venue Selection Coordination
      1. Collaborate with Chief Executive Officer and Chief Operating Officer to research and evaluate venues for the ASCPT Annual Meeting to enable final selection and contract execution by the Society.
      2. Develop RFP for submission to National Hotel Representatives, hotel directly or Convention and Visitors Bureau, as needed.
      3. Collect proposals and compile details of space, room block, rates, F&B minimums, concessions etc. and present them to CEO and COO.
      4. Negotiate contract, if needed

b. Set up and facilitate meetings as needed, such as:

1. 1. Tie Down Meeting
   2. Monthly/bi-weekly Team meetings
   3. Others as needed

c. Site Planning Visit

1. 1. Coordinate site visits as needed for each Annual Meeting site
   2. Set agenda with facility and Vendor Partners
   3. Ensure all areas are covered from space, rooms, rigging, electricity, security, to load-in to load-out scheduling 

d. Conference Management

1. 1. 1. Develop timelines and budgets in tandem with staff and ensure that all tasks are completed on time and ensuring financial goals.
      2. F&B: Using the Society’s budget guidelines, stated needs, and history, develop menus for each food and beverage event.
      3. Compilation of Resume and Specification: Using room set ups, F&B needs, audio visual and other vendor-specific information, create, update, maintain and distribute the specs for the Annual Meeting and other meetings as directed by ASCPT.

e. Vendor Partners – act as the liaison to the vendor partners.

1. 1. Manage the RFP process and oversee their performance and review of all invoices post-event. These include hotel, audio visual, registration, general services contractor, temporary staffing, security, and others as needed.

f. Housing: Manage the staff/VIP Housing List. Get confirmations, assign comps as needed per contract after discussion with staff. Work with hotel housing representative on audits as needed. Meet onsite with hotel staff daily to review in-house guests, pick up, attrition issues, etc.

g. Shipping: Oversee shipping of ASCPT freight to and from conference site working with 3^rd party provider and ASCPT Staff.

h. Secure contracts for ASCPT events held offsite, such as the Board of Directors dinner.

i. Compliance and Risk Management

1. 1. Ensure all conference activities comply with relevant laws, regulations, and organizational policies.
   2. Develop and implement risk management plans to address potential issues.
2. On-site: Contractor will provide on-site support and follow through for the below areas for up to one-month after the conclusion of the conference and until all necessary follow up has been completed.
   1. Oversee all onsite logistics, including setup, breakdown, and troubleshooting any issues that arise.
   2. F&B: Monitor all on-site events, ensuring adequate supply, working with hotel staff and Client. Oversee quality assurance and verification of staffing levels and service commitments.
   3. Perform daily hotel staff meetings to review the current day’s and the next day’s activities, challenges or issues, changes, etc.
   4. Flow/Traffic: Provide assistance with flow management including ingress/egress of attendees for major functions. Ensure attendance verification for all meeting functions. Assist with organization and placement of conference signage. Assist Society staff with move-in and move-out of offices and management areas.
   5. General troubleshooting as needed.
   6. Secure transportation and assist with getting attendees to events as needed.
   7. Follow up with facilities on the day of the event to ensure proper execution.
   8. Final Report: Contractor will provide a comprehensive written report to the Society by deadline established by staff following the Annual Meeting. Report will include, but is not limited to, successes, areas of improvement, suggestions for improving performance, and other issues identified by Contractor.
      1. Contractor will be asked to participate in a post-event meeting with staff.

Qualifications

• Bachelor’s degree in Event Management, Hospitality, Business Administration, Marketing, or a related field; In lieu of a bachelor’s degree, extensive relevant experience in event management or a related field will be considered.
• Minimum of 8-10 years of progressive experience in event management, including experience leading a team, full budget creation/successful execution, and overseeing large-scale events.
• Proven experience in meeting and event planning, preferably within a non-profit or association setting.
• Knowledge of conference facilities, hotels, and A/V equipment.
• Strong organizational and project management skills, with the ability to manage multiple tasks and deadlines simultaneously.
• Excellent communication and negotiation skills.
• Ability to travel as required for event planning and onsite management.
• Comfort working in a virtual work environment with minimal supervision.

To be successful in this role, whether as an independent consultant or an individual in a firm, you must be collaborative, innovative, able adapt to new technologies and meeting formats, detail-oriented, and able to juggle multiple projects at once.

Preferred Qualifications:

• Certification in event planning (CMP, CMM, etc.).

About American Society for Clinical Pharmacology & Therapeutics

The American Society for Clinical Pharmacology and Therapeutics (ASCPT) was founded in 1900, and consists of over 3,000 professionals whose primary interest is to advance the science and practice of clinical pharmacology and translational science for the therapeutic benefit of patients and society. ASCPT is the largest scientific and professional organization serving the disciplines of clinical pharmacology and translational science. ASCPT focuses on improving the understanding and use of existing drug therapies and developing safer and more effective treatments for the future. Our memberships' unique combination of scientific and clinical expertise makes them especially qualified to understand the impact of disease on patients, the compelling need for effective drug therapy, and the efforts necessary to meet those needs. Such efforts include research, exchange of scientific information, and awareness of legislative requirements that affect drug development and regulation.

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