Coordinator, Conference Operations

Forge is seeking a detail-oriented and organized Conference Coordinator to support the planning and execution of conference programs across Emerald’s portfolio. In this role, you will work closely with Conference Managers/Directors, Event Operations, Marketing, education partners, and speakers to assist with speaker management, session logistics, content documentation, and onsite execution, contributing to well-run programs and exceptional speaker and attendee experiences.

The Conference Coordinator supports pre-planning, onsite execution, and post-event wrap-up for conference programs at multiple events annually. Successful candidates are proactive, highly organized, and comfortable managing large volumes of speaker and session information against overlapping deadlines. This role requires a high level of accuracy, clear and professional communication, and the ability to maintain a calm, solutions-focused approach when navigating challenges.

• Support Conference Managers with conference planning activities, timelines, and task coordination for assigned events.
• Maintain session databases for each event, including schedule, room, and track information.
• Work with Conference Managers to keep event specifications up to date and communicate changes to internal teams.
• Participate in weekly team meetings, share updates on assigned tasks, and flag any issues.

• Manage the online call for presentations and assist potential speakers with submission questions or technical challenges.
• Compile speaker submissions and prepare them for review and session selection by education partners and conference leadership.
• Support continuing education (CEU) processes, including accreditation requirements and submitting data for CEU certificates.

• Serve as speakers’ primary point of contact for event-related information throughout the speaking process, from confirmation through post-event follow-up.
• Create, distribute, and track the status of speaker agreements.
• Collect speaker bios, headshots, and handouts for use in marketing materials, conference websites, and onsite.
• Maintain speaker databases for each event, including contact and badge information, audio-visual and housing requirements, and special requests.
• Assist with speaker travel coordination, including hotel reservations and airfare where required.

• Keep conference websites up to date with speaker, session, and handout information.
• Assist with proofing conference brochures, show directories, signage, and other event materials.
• Create and manage RSVP links and lists for special events and conference programs.

• Process speaker payments and reimbursements under the direction of Conference Managers/Directors.
• Support the collection and organization of invoices and required financial documentation for conference-related vendors.
• Assist with tracking conference expenses against budget as needed.

• Work with Conference Managers to prepare conference shipments by securing onsite supplies and conference-related materials.
• Coordinate with Event Operations on meeting room setups, audio-visual needs, and session signage.
• Train and oversee onsite room monitors and event staff.
• Provide onsite conference support during show days, assisting speakers and attendees and escalating issues as appropriate.
• Help troubleshoot onsite issues while maintaining a professional, calm, and service-oriented approach.

• Assist with the development, distribution, and analysis of speaker and session evaluations.
• Assist with post-event documentation, including reconciling speaker…