Tradeshow Planner

We are seeking an experienced contract event planner to manage tradeshow exhibits, corporate meetings, and clinical/sales conferences for our medical device company. This role requires familiarity with the regulatory and compliance considerations unique to medical device marketing (FDA guidelines, HCP interaction rules, Sunshine Act reporting) in addition to standard event logistics expertise.

Key Responsibilities

Plan, coordinate, and execute logistics for domestic tradeshows, conferences, and customer dinners

Manage end-to-end logistics: venue selection, contracts, booth/exhibit space, housing blocks, AV, catering, signage, and shipping of demo units/collateral

Assist with the coordination with exhibit house vendors on booth design, fabrication, drayage, and installation/dismantle (I&D) schedules

Track and manage event calendar, event budgets, vendor invoices, and cost reconciliation

Works closely with cross-functional teams (commercial, marketing, communications)

Ensure compliance with industry regulations, including interactions with healthcare professionals (HCPs), spend tracking/Sunshine Act reporting, and company compliance policies

Manage attendee registration, housing, and staff communications

Manage shipping/receiving of exhibit display assets, demo equipment, and marketing collateral, including customs documentation for international shows

Conduct post-event wrap-up: budget reconciliation, vendor performance review, and ROI reporting

Maintain event calendar and manage multiple overlapping projects/deadlines

Required Qualifications

5+ years of experience planning tradeshows and corporate meetings, preferably in medical device, pharma, biotech, or healthcare

Working knowledge of HCP compliance requirements (Sunshine Act, AdvaMed Code, or similar)

Excellent organizational and written/verbal communication skills

Experience with event/registration platforms (e.g., MS Suite, Adobe, AddEvent)

Excellent project management and budget-tracking skills

Ability to coordinate a high level of activity under a variety of conditions and restraints

Ability to travel if required

Strong written and verbal communication skills

Preferred Qualifications

Experience with major medical/clinical conferences (e.g., specialty society meetings)

Familiarity with shipping/customs requirements for medical equipment

Certification such as CMP (Certified Meeting Professional) or CTSM (Certified Trade Show Marketer)

Evergen is a global industry-leading contract development and manufacturing organization (CDMO) in regenerative medicine. As the only regenerative medicine company that offers a differentiated portfolio of allograft and xenograft biomaterials at scale, Evergen provides customers across a diverse set of market segments with leading-edge expertise, scale, and flexibility across end-to-end services including design, development, regulatory support, verification and validation, manufacturing, and supply chain management. Evergen is headquartered in Alachua, FL, and has manufacturing facilities in West Lafayette, IN., Eden Prairie and Glencoe, MN., and Neunkirchen, Germany.

Evergen is rooted in a steadfast commitment to quality, integrity, and patient safety with a focus on five key values:

Accountable: We own our actions and decisions.

Agile: We embrace change to stay ahead of the curve and evolve to drive innovation and growth.

Growth Mindset: We embrace challenges as opportunities for continuous learning.

Customer-Centric: We prioritize customers at every touch point.

Inclusive: We thrive on the richness of our diversity and ensure every voice is heard, respected, and celebrated.

At Evergen, we are committed to fostering an inclusive workplace where we embrace the richness of our diversity and ensure that every voice is heard, respected, and celebrated. We believe that by embracing diversity and promoting inclusivity, we not only uphold our values but also strengthen our position as the CDMO of Choice in regenerative medicine solutions. We recognize that cultivating a growth mindset is essential to our success, and we are dedicated to continuous learning and improvement in our diversity, equity, and inclusion efforts. Through accountability and action, we strive to create an environment where individuals can thrive, innovate, and contribute their unique perspectives to drive our collective success.

Montagu Private Equity (“Montagu”), a leading European private equity firm, acquired Evergen in 2020 and has supported the transformation of the company to its next level of potential.

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