Event Manager

We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

This role is based in our Boca Raton, FL office.

Our U.S. Longevity Medicine Group is seeking an experienced Event Manager to oversee all aspects of event planning for our high-quality in-person events.

Reporting to the VP, Operations, the Event Manager will be responsible for leading, managing, and executing events from conception to onsite execution; combining strategic planning with hands‑on delivery.

You will create and manage project plans for assigned events, setting clear expectations and deadlines for all stakeholders within the portfolio, ensuring that event delivery is accurate, timely, and within budget while bringing in solutions and providing exceptional customer service.

Key Responsibilities

• Develop comprehensive event concepts and strategic plans aligned with organisational objectives
• Create detailed project timelines, budgets, and resource allocation plans
• Collaborate with stakeholders to define event goals, target audiences, and success metrics
• Conduct market research to identify trending event formats and innovative approaches

Event Execution

• Obtain cost estimates as needed and secure appropriate sign‑off
• Develop and update Exhibitor Service Manuals to be functional and operational 6 months prior to each event
• Manage day‑to‑day communications with key stakeholders including clear communication of deadlines; exhibitor updates; floor‑plan updates; venue updates; set up recurring meetings; obtain Fire‑Marshal approval
• Manage relationship with Exhibitor General Contractor, and fulfilment
• Manage venue space allocation and ensure compliance with all venue terms and conditions
• Oversee room set‑up configurations, including seating arrangements, AV requirements, and spatial planning
• Conduct site visits and venue assessments to ensure suitability for event requirements

Production Management

• Manage registration processes, attendee communications, and pre‑event logistics
• Create all work‑orders including audio‑visual requirements, signage, and branding elements
• Oversee on‑site event execution, managing staff and troubleshooting issues as they arise
• Ensure preshow invoices are processed in a timely manner

Food & Beverage

• Collaborate with venue catering teams to design menus that meet dietary requirements and budget parameters
• Coordinate meal timing, service styles, and special dietary accommodations
• Plan networking events, receptions, and hospitality experiences that enhance attendee engagement
• Manage beverage service including coffee breaks, networking receptions, and meal accompaniments
• Ensure compliance with food safety standards and venue policies

Stakeholder & Vendor Relations

• Build and maintain relationships with key vendors, suppliers, and service providers
• Coordinate with marketing teams on promotional strategies and attendee acquisition
• Provide exceptional customer service to all event stakeholders

Administrative & Strategic Functions

• Maintain detailed event documentation including contracts, floor plans, and operational checklists
• Prepare and manage event budgets, tracking expenses and ensuring cost‑effective operations
• Conduct post‑event evaluations, gather feedback, and implement process
• Analyse event performance metrics and prepare comprehensive post‑event reports
• Stay current with industry trends, regulations, and best practice

Experience & Education

• Bachelor’s degree in Event Management, Hospitality, Marketing, Business Administration, or related field
• Minimum 3‑5 years of experience in event planning, operations, or venue management
• Proven track record planning and executing multiple events simultaneously
• Experience working with…