Florida Veterinary Medical Association · 2 days ago
Event Coordinator
Orlando, FL
Full-time
Onsite
Entry, Mid Level
$45K/yr - $55K/yrFlorida Veterinary Medical Association is seeking an Event Coordinator to lead, plan, and organize educational wet labs and online continuing education courses for veterinarians and technicians. The role involves coordinating logistics, managing budgets, and ensuring successful execution of events while adhering to ethical guidelines.
AdviceAssociationEventsNon ProfitTrainingVeterinary
Responsibilities
Coordinate Wet Lab Bookings: Secure appropriate venues and manage scheduling for wet lab sessions
Sponsorship Acquisition: Identify and engage potential sponsors to support the wet lab
Speaker Recruitment, contracting, communication: Source and confirm qualified speakers or facilitators to lead the wet lab session with a contract. Maintain ongoing communication to coordinate schedules, presentation materials, AV needs, travel arrangements, and other logistics
Budget Management: Develop and manage the event budget, including tracking expenses, forecasting costs, and ensuring alignment with financial goals. Keep dashboard up to date
Resourcing Materials: Identify, procure, and coordinate all necessary materials, supplies, and equipment required for the wet lab session
Event Promotion: Assist with promoting on social media, event websites, and other marketing materials with the Marketing team
On-Site Materials Creation: Design and produce any necessary on-site materials such as signage, handouts, instructional guides, or participant kits
Food & Beverage Coordination: Plan and manage food and beverage offerings, including menu selection, dietary accommodations, vendor coordination, and on-site service logistics
Wet Lab Supply Organization: Manage the inventory, storage, and transportation of wet lab supplies, ensuring all materials are available, properly labeled, and ready for use
Wet Lab Vendor Management: Manage relationships with vendors, ensuring timely delivery of services, supplies, and equipment. Coordinate vendor setup and troubleshoot issues on-site to ensure smooth execution
On-Site Event Management: Oversee on-site execution of the wet lab session, including setup, coordination of staff and volunteers, speaker support, and troubleshooting to ensure a smooth event experience
Platform Management: Administer and manage learning management systems (LMS), ensuring courses are properly set up, organized, and accessible to learners
Post-Con Report: Compile and deliver a comprehensive post-event report, including feedback analysis, budget reconciliation, sponsor and speaker follow up, and key takeaways for future planning
Qualification
Required
Ability to prioritize, meeting planning, and multitask
Willing and able to work with both live animals for observation and care, and cadavers for anatomical study and dissection, in accordance with all ethical and safety guidelines
Strong time management, attention to detail, and ability to multitask
Excellent communication, teamwork, and ability to work with diverse groups
Microsoft office, Canva, Asana, Loop, Microsoft Outlook
Conduct live sessions, managing courses using the Learning Management System platform
Work is performed in both indoor and outdoor environmental conditions with exposure to varying weather conditions including heat, humidity, and cold
Tasks involve the intermittent performance of physically demanding work, typically involving some combination of reaching with hands and arms, bending, stretching, stooping, twisting, kneeling, or crouching, and that may involve lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (up to 40 pounds)
Requires sufficient visual acuity, periods of prolonged visual concentration both near and far, and the ability to hear above considerable noise levels (i.e., at outdoor events)
Preferred
Prior wet lab experience
Event management or meeting planner experience
Benefits
Health, dental, and vision insurance
Retirement plan
Professional development opportunities
PTO
Company
Florida Veterinary Medical Association
FVMA is a nonprofit organization that supports veterinarians through education, advocacy, networking, and professional resources.
Founded in 1928
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Cyndi Whitaker, CMP
Director of Conferences and Strategic Partnerships
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