About aNd Logistix Inc. (an MCI Company):
We are a dynamic and forward-thinking event management agency that hosts impactful conferences, bringing together industry leaders, innovators, and visionaries. Our events create meaningful connections, foster collaboration, and drive positive change. If you’re passionate about orchestrating seamless experiences and thrive in a fast-paced environment, this role is for you!
Position Overview
As the Conference Manager , you will lead the planning and execution of conferences from concept through onsite delivery. You’ll be directly involved in all aspects of conference management, including program coordination, logistics planning, vendor and supplier management, and onsite execution, while also leading and collaborating with cross‑functional teams. This role balances strategic oversight with hands‑on execution to ensure high‑quality delivery, strong client and stakeholder experiences, and continuous improvement across all conference activities.
Roles and Responsibilities
Conference Planning & Logistics
- Lead the end‑to‑end planning and execution of conferences from concept through post event reporting
- Develop and manage conference budgets, timelines, and critical paths, maintaining accountability for scope, quality, and delivery
- Evaluate, source, and manage venues based on program needs, capacity, technical requirements, and attendee experience
- Develop RFPs and oversee supplier selection, negotiating terms and managing vendor relationships in alignment with client goals and budget parameters
- Collaborate closely with internal teams, clients, and external stakeholders to align objectives, deliverables, and expectations throughout the planning lifecycle
- Oversee all logistical components including agendas, speaker coordination, room setups, audiovisual needs, catering, signage, and onsite services
- Maintain detailed and accurate documentation such as function sheets, run of show schedules, timelines, and budget reports
- Provide day-to-day leadership, mentorship, and oversight to junior team members, contractors, and onsite support staff
Exhibit Management
- Evaluating venue suitability, supplier requirements, developing RFP documentation that incorporate client requirements but also venue regulations and branding opportunities for optimal impact
- Oversee exhibit strategy, booth layouts, and vendor coordination
- Manage exhibitor communications, materials distribution, and issue resolution
- Ensure accurate fulfillment and delivery of client and sponsor giveaways
- Supervise packing, shipping, and onsite setup of exhibit areas
- Floorplan development to maximize our clients’ requirements and their major partners.
Risk Management & Compliance
- Anticipate, assess, and mitigate logistical, financial, and reputational risks throughout the planning lifecycle
- Ensure conferences meet legal, safety, ethical, and inclusivity standards
- Review and manage venue and supplier compliance requirements to minimize risk during planning and onsite execution
Marketing, Promotion & Negotiation
- Support the development of conference messaging and promotional timelines in collaboration with marketing and client teams
- Coordinate sponsor and partner deliverables, ensuring accurate fulfillment of agreed upon benefits
- Negotiate and secure favorable terms with vendors and service partners
Onsite Execution
- Lead onsite conference operations, serving as the primary point of contact for stakeholders, vendors, and internal teams
- Manage onsite teams and troubleshoot issues in real time to ensure smooth execution
- Oversee speaker readiness, room flow, attendee experience, and overall program delivery
- Ensure all event elements are delivered according to approved timelines, standards, and client expectations
Post-Event Reporting & Analysis
- Lead post event debriefs with internal teams and clients
- Compile and review post event reports, budgets, and performance metrics
- Identify insights and opportunities for improvement to inform future conferences
You will be taught our standards in preparing and coordinating:
- Go Live Schedule
- Registration Website and Reports
- Meeting Minutes
- Function Sheets
- Minute by Minute / Run of Show
- Critical Path Updates (Using Wrike)
- Food & Beverage Budgeting
- Overall Conference Budget
- Speaker and Agenda Coordination
- Post Event Reporting and Debrief Documentation
Qualifications
- Bachelor’s degree in hospitality, event management, business administration, or a related field
- Minimum 7-10 years of experience in conference or event planning, including registration management and onsite delivery
- Demonstrated leadership experience, with the ability to manage, mentor, and collaborate with cross functional teams
- Strong proficiency in Microsoft Office Suite, particularly Excel and PowerPoint
- Experience working with conference registration platforms and reporting tools
- Excellent organizational, communication, and client service skills, with strong attention to detail
- Solid understanding of the MICE and Association sectors, with hands-on experience planning and executing conferences ranging from 500–2,000 attendees in the Toronto market
- Bilingual English/French is considered an asset
- CMP, CEM, or equivalent professional certification is a strong asset
B enefits
