The Foundation for Sickle Cell Disease Research is seeking a highly organized, detail-oriented Conference Operations Manager – Registration & Event Technology Systems to support the planning and execution of FSCDR’s scientific meetings, annual symposium, Grant Writing Institute, pre-symposium sessions, registration operations, event logistics, and event technology platforms.
This is a hands-on role for someone who enjoys making meetings work — from room diagrams, registration setup, badge testing, and signage plans to Cadmium/Eventscribe websites, mobile apps, surveys, livestream coordination, and onsite troubleshooting.
This is not a general IT role. This is an event operations and event technology role. The ideal candidate has experience supporting conferences, meetings, registration systems, mobile apps, virtual platforms, livestreams, event websites, attendee communications, vendors, and onsite event execution.
This position is fully remote for day-to-day work; however, travel is required for site visits, live meetings, pre-conference activities, onsite event execution, and post-event closeout. Candidates must be willing and able to travel to South Florida and/or other meeting locations as needed, including extended onsite periods around major meetings.
Reports To: Director of Scientific Meetings and Programs
Key Responsibilities
Meeting Operations and Logistics
- Support planning and execution of FSCDR’s scientific meetings, annual symposium, Grant Writing Institute, pre-symposium sessions, and related live or hybrid meeting activities.
- Assist with meeting logistics including venue coordination, room sets, food and beverage, AV/production, signage, decorator needs, shipping, registration areas, staff areas, and attendee flow.
- Help create and maintain meeting space grids, room assignments, room diagrams, event specifications, banquet event orders, group resumes, signage plans, shipping instructions, and onsite schedules.
- Coordinate with hotels, convention centers, AV/production companies, decorators, registration vendors, transportation vendors, and other meeting partners.
- Track logistics deadlines, vendor needs, setup requirements, catering guarantees, signage approvals, badge supplies, AV needs, and onsite deliverables.
- Support housing-related logistics as assigned, including speaker/VIP/staff housing reports, hotel communications, room block tracking, and special requests.
- Assist with planning site visits, including itinerary development, venue coordination, travel details, and follow-up notes.
- Support onsite setup checks to ensure meeting rooms, registration areas, signage, technology, and vendor spaces are ready before sessions begin.
- Participate in pre-conference meetings, daily onsite meetings, post-event debriefs, and planning calls.
Registration Operations
- Support the setup, testing, launch, and maintenance of online registration for FSCDR meetings and related programs.
- Assist with building registration categories, registration fees, membership types, ticketed events, workshops, additional-fee events, waitlists, payment options, and registration rules.
- Help build and test event-branded registration websites.
- Conduct registration quality control before launch, including testing registration paths, confirmation emails, payment workflows, badge fields, and reports.
- Monitor registration reports and assist with historical weeks-out registration tracking.
- Support registration customer service, including attendee questions, registration changes, exhibitor registration questions, substitutions, cancellations, and troubleshooting.
- Assist with registration-related email campaigns, such as confirmation emails, travel reminders, housing reminders, speaker-specific information, and “Know Before You Go” communications.
- Coordinate badge stock, badge design, badge fields, QR code testing, ribbons, lanyards, badge holders, and registration supplies.
- Support onsite registration desk operations, including check-in, badge printing, attendee assistance, exhibitor substitutions, onsite registrations, financial transactions, and daily registration reporting.
- Help train volunteers, temps, or onsite staff supporting registration and badge checking.
Cadmium/Eventscribe and Event Technology
- Support Cadmium/Eventscribe or similar event technology platforms for registration, event websites, mobile apps, surveys, CE reporting, livestreams, content capture, session access, badge checking, and attendee support.
- Help complete Cadmium/Eventscribe website and app build tasks, missions, edits, and quality control checks.
- Coordinate with internal staff and external vendors to ensure session data, speaker data, sponsor/exhibitor recognition, graphics, tiles, ribbons, access settings, presentations, surveys, and registration links are accurate.
- Assist with event website setup, including homepage content, tile layouts, special static pages, session icons, login instructions, privacy settings, technical support pages, FAQs, and post-event usage reporting.
- Assist with mobile app setup, including launch planning, app graphics, tile layout, access levels, presentations, push notifications, sponsor graphics, exhibitor listings, and app promotion materials.
- Compile graphic specifications for website/app banners, splash screens, event icons, exhibitor recognition icons, tile images, and sponsored graphics.
- Conduct ongoing quality control across event websites, mobile apps, registration systems, surveys, and attendee-facing platforms.
- Serve as a point of contact for event technology questions before, during, and after meetings.
- Help maintain clean event data across Cadmium/Eventscribe, Smartsheet, Google Sheets, registration reports, and internal trackers.
Survey Magnet, CE Reporting, and Evaluations
- Support Survey Magnet or similar survey/evaluation tools for attendee surveys, session surveys, CE certificates, and post-event reporting.
- Assist with entering approved session survey questions, overall attendee survey questions, CE earning rules, certificate details, and approved credit amounts.
- Coordinate with internal staff and CE/accreditation partners to ensure speaker/session data is accurate for CE reporting.
- Help conduct pre-launch and post-close quality control checks for surveys, evaluations, transcripts, and reports.
- Assist with final CE exports and post-event reporting, including attendee names, session credits, survey responses, and custom reports as needed.
- Support troubleshooting related to CE reporting, survey access, certificate generation, and attendee questions.
Livestream, Content Capture, and On-Demand Support
- Coordinate with Cadmium/Eventscribe, AV/production vendors, and internal staff on livestream setup, broadcast schedules, session capture, and on-demand content.
- Help confirm which sessions will be livestreamed, recorded, rebroadcast, or made available on demand.
- Support livestream run-of-show details, viewing report needs, broadcast times, access settings, and immediate rebroadcast requirements.
- Coordinate with AV vendors to collect session files, MP4s, slides, audio-synced recordings, and related materials.
- Help ensure video playback settings align with CE requirements, including disabling fast-forwarding where required for credit.
- Assist with uploading or coordinating upload of session recordings and content capture files into Cadmium/Eventscribe or related platforms.
- Support virtual attendees by monitoring technology issues, chat/Q&A logistics, access issues, and generic event technology questions as assigned.
- Help compile final viewing reports, content usage reports, and platform analytics.
Badge Checking, Lead Retrieval, and Onsite Technology
- Support session badge checking workflows, including staffing plans, equipment needs, training materials, and onsite execution.
- Help organize and train staff, temps, or volunteers for badge checking, registration support, and attendee flow.
- Support lead retrieval setup and customer service for exhibitors/sponsors as assigned.
- Help test onsite check-in hardware, badge printing hardware, scanners, tablets, laptops, printers, Wi-Fi needs, and related technology.
- Troubleshoot onsite registration, badge printing, session scanning, livestream, app, website, and attendee technology issues.
- Coordinate with Cadmium/Eventscribe, AV, registration, venue IT, and other vendors to resolve technology issues quickly.
Vendor, Staff, and Cross-Team Coordination
- Work closely with the Director of Scientific Meetings and Programs and other team members to ensure operations and technology tasks are aligned with program, sponsorship, exhibit, grant, and committee workflows.
- Coordinate with the Scientific Program & Committees Specialist on session data, speaker data, presentations, CE requirements, app/website listings, and room assignments.
- Coordinate with the Sponsorships, Grants & Exhibits Specialist on sponsor recognition, exhibitor listings, app/website graphics, lead retrieval, exhibitor registration, sponsored sessions, signage, and fulfillment needs.
- Participate in planning calls and provide written updates, task status, timeline concerns, and follow-up items.
- Maintain accurate trackers, checklists, files, reports, and documentation.
- Escalate issues early and help identify practical solutions.
Pre-Symposium Sessions and Additional Programs
- Support operations, registration, and technology needs for pre-symposium sessions, workshops, satellite symposia, product theaters, Grant Writing Institute sessions, and other approved programs.
- Assist with registration setup, capacity limits, ticketing, room sets, AV, signage, F&B, website/app listings, and onsite support for additional sessions.
- Coordinate with program, sponsorship, exhibit, and operations staff to ensure session details, deadlines, speakers, sponsor needs, and logistics are aligned.
- Support onsite execution for additional sessions as assigned.
Post-Event Closeout
- Assist with post-event reporting, registration reports, final attendee data, no-show reports, survey reports, CE reports, website/app usage stats, livestream reports, and content capture reports.
- Help reconcile onsite registration activity, badge/check-in reports, session scanning data, and attendee technology issues.
- Organize final files, reports, vendor notes, lessons learned, and historical data for future planning.
- Participate in post-event debriefs and recommend improvements for registration, operations, technology, attendee experience, and onsite execution.
Required Qualifications
- 3+ years of experience supporting meetings, conferences, events, registration operations, event technology, association meetings, nonprofit conferences, medical/scientific meetings, or similar programs.
- Strong organizational skills and ability to manage multiple details, deadlines, systems, vendors, and stakeholders at once.
- Experience supporting event registration, attendee communications, event websites, mobile apps, virtual platforms, livestreams, surveys, or similar event technology tools.
- Comfortable learning and working in event technology platforms such as Cadmium/Eventscribe or similar systems.
- Strong attention to detail and ability to conduct quality control across websites, registration forms, apps, surveys, reports, badges, and attendee-facing materials.
- Excellent written and verbal communication skills.
- Comfortable communicating with attendees, speakers, exhibitors, sponsors, vendors, internal staff, and leadership.
- Ability to maintain accurate trackers, reports, checklists, and documentation.
- Proficiency with Microsoft Office, Google Workspace, Zoom/Teams, and spreadsheets.
- Ability to work independently in a remote environment while staying highly responsive and connected to a distributed team.
- Ability and willingness to travel for site visits, live meetings, pre-conference activities, onsite event execution, and related planning needs.
- Ability and willingness to work occasional evenings, weekends, and extended hours during peak planning periods, registration launches, platform launches, live meetings, and post-event closeout.
Preferred Qualifications
- Experience with Cadmium/Eventscribe, including EdgeReg, Eventscribe website, mobile app, Survey Magnet, content capture, livestream, badge checking, Expo Harvester, Ed Harvester, or related modules.
- Experience supporting medical, scientific, healthcare, nonprofit, association, or continuing education meetings.
- Experience with registration builds, badge printing, onsite check-in, session scanning, CE reporting, surveys, mobile apps, or event websites.
- Experience coordinating with hotels, convention centers, AV/production vendors, decorators, registration vendors, and event technology vendors.
- Experience with Smartsheet, Salesforce, Mailchimp, Cadmium, project management tools, virtual meeting platforms, or registration platforms.
- Experience supporting livestreams, hybrid meetings, on-demand content, session recordings, or attendee tech support.
- Experience with onsite conference execution, registration desks, badge hardware, room checks, signage placement, or volunteer/temp staff training.
Skills and Competencies
- Highly organized and detail-oriented
- Hands-on and execution-focused
- Comfortable with event technology
- Calm under pressure
- Strong troubleshooting skills
- Strong customer service orientation
- Able to manage many moving parts at once
- Comfortable working with vendors and internal teams
- Able to follow detailed technical and operational checklists
- Strong written communication and documentation skills
- Flexible and willing to jump in where needed
- Comfortable working in a fast-paced conference planning environment
Work Environment and Travel
This is a fully remote position. Candidates may live anywhere in the United States, subject to FSCDR’s ability to employ in that state.
Travel is required for site visits, live meetings, pre-conference activities, onsite event execution, and related planning needs. Travel may include several consecutive days onsite before, during, and after major meetings. Travel expenses will be reimbursed in accordance with FSCDR policy.
This role may require occasional evening or weekend work during peak planning periods, registration launches, event technology launches, live meetings, and post-event closeout.
Additional Information
This job description is intended to describe the general nature and level of work performed by employees assigned to this role. It is not intended to be an exhaustive list of all responsibilities, duties, skills, or requirements. FSCDR reserves the right to add, remove, or change duties and responsibilities at any time, with or without notice.
Pay: $35.00 - $40.00 per hour
People with a criminal record are encouraged to apply
Application Question(s):
- This is a fully remote position for day-to-day work, but it requires travel for site visits, live meetings, and onsite execution, including several consecutive days onsite around major events. Are you willing and able to meet this requirement?
- Describe your experience working with Production and AV teams for a live medical conference
Work Location: Remote
