[Hiring] Tradeshow Planner @Evergen

Role Description

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
• Work 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

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)

Benefits

• Paid Time Off (PTO)
• 401(k) with up to a 6% company match
• Holiday pay
• Medical, dental, and vision insurance
• Short-term and long-term disability coverage
• Paid parental leave and much more!

Company Description

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.

• Headquartered in Alachua, FL
• Manufacturing facilities in West Lafayette, IN; Eden Prairie and Glencoe, MN; Neunkirchen, Germany; Glasgow, UK; and Marton, New Zealand
• Rooted in a steadfast commitment to quality, integrity, and patient safety
• Focus on five key values: Accountable, Agile, Growth Mindset, Customer-Centric, Inclusive