Senior Coordinator, Conferences and Meeting Services

The Coordinator, Conferences and Meeting Services is responsible for the coordination of all aspects related to session speakers and chairs for the biennial PFF Summit; management of external conference participation and ancillary meeting and events; logistics support for the Corporate Partnerships team; coordination and logistics support for the biennial PFF Education Symposium; and support for any other event needs as required.

SPECIFIC RESPONSIBILITIES:

PFF Summit

The PFF Summit is held every two years and rotates to different cities within the United States. The faculty management duties will include, but are not limited to:

• Communication and Relationship Management
  • Act as the primary point of contact for confirmed speakers, providing detailed information about the event, schedule, and logistics
  • Build and maintain strong relationships with speakers, ensuring clear and consistent communication throughout the entire process
  • Address any concerns or inquiries from speakers promptly and professionally
• Content Coordination
  • Create individual faculty management invitation letters and manage responses
  • Create and manage faculty agreements
  • Coordinate with the team to identify replacements as needed
  • Create and manage faculty detail spreadsheet ensuring all details are up-t0-date and accurate
  • Work closely with speakers to gather presentation materials, bios, and any other relevant content for informational purposes
  • Work with continuing medical education (CME) provider to ensure that all presentations align with specified guidelines and standards
  • Coordinate and organize all presentations and sessions handouts (when applicable)
• Schedule Management
  • Manage the overall schedule for speakers and chairs, including presentation times
  • Coordinate with speakers and chairs to adhere to the schedule and adjust as necessary
• On-Site Support
  • Provide on-site support for speakers during the conference, addressing any last-minute needs or presentation revisions
  • Coordinate with the hotel AV teams to ensure speakers have the necessary equipment and technical support for their presentations and that the AV teams have the correct presentation decks
  • Coordinate with PFF staff to ensure all session handouts, placards, water bottles, and bios are distributed for each sessions

Corporate Partnerships

These duties will include, but are not limited to:

• Event and communications support, such as developing meeting materials, managing agendas, and providing on-site event assistance as needed
• Record meeting minutes and manage the internal review process for the PFF Corporate Committee and other Corporate Partnerships meetings as needed
• Content management
  • Annual updates to existing corporate partner profiles; creation of new partner profiles
  • Manage updates to the PFF’s online Pulmonary Fibrosis Drug Development Pipeline
  • Write and manage the publication of the monthly Clinical Trial Newsletter including monthly website updates and the quarterly social media campaign

External Conferences and Ancillary Meetings/Events Support and Logistics

External conferences include the American Thoracic Society’s (ATS) annual conference, CHEST’s annual conference, and other ad-hoc conferences as they arise. Ancillary meetings include those held in conjunction with aforementioned conferences and various patient advocacy group meetings. These duties will include, but are not limited to:

• Support budget development for various departments; review materials to support the budget such as invoices for services and materials, hotel invoices, subcontractor invoices, etc.
• Maintain and update the standard operating procedure (SOP) for event/conference management as needed
• Create detailed event staffing schedules as needed by working closely with all departments for each event, including dates and times that staff will attend each conference; departments will determine their needs on a case-by-case basis
• Attend events and provide on‐site support as needed, working closely with staff from across the Foundation as appropriate
• Oversee packing and shipping of materials needed for events and ensure their prompt arrival
• Oversee the return of all materials arriving back to the office after events and to staff responsible for those items
• Maintain a preferred vendor list for hotels and other facilities in order to minimize expenses while ensuring high-quality service at all venues
• Support/coordinate the process for evaluation and selection of hotels for staff and/or locations for events as far in advance as possible
• Facilitate contract process with selected hotels and other event venues for review and approval by senior staff, while protecting the financial interests of the Foundation
• Facilitate contracts and evaluate options with a variety of vendors for events and arrange for all related services with vendors, such as audio‐visual needs, signage, etc., with approval by senior staff
• Make and communicate all overnight accommodations for staff and communicate room lists and VIP upgrades to hotel, as appropriate
• Confirm all logistical details of events including photography, room set‐up, audio visual, housing, food and beverage, banquet event orders (BEOs), etc.
• Support post-conference process, such as venue invoice reconciliation, budget reconciliation, information/improvement surveys as needed, and recap reports

PFF Education Symposium

This multi-day event takes place every other year on the off-PFF Summit years. These duties will include, but are not limited to:

• Provide coordination support to the Programs staff for the following:
  • Program development
  • Speaker engagement
  • Speaker communication and collection of presentation materials
• Coordination and set-up of the virtual platform
• Edit video recording of sessions before uploading to YouTube