Tradeshow Planner

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Contractor Remote, Remote, US

Location: Remote

Rate: $45/hour

Length of Contract: 6 months, with the potential for conversion to full-time employment based on business needs and performance.

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 is headquartered in Alachua, FL, and has manufacturing facilities in West Lafayette, IN;
Eden Prairie and Glencoe, MN;
Neunkirchen, Germany;
Glasgow, UK; and Marton, New Zealand.

We are proud to be Great Place to Work® Certified in 2026, reflecting our commitment to creating an exceptional employee experience and workplace culture. Evergen currently has full-time career opportunities available across multiple locations.

• 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

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 trade shows, 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
• Works 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

Required Qualifications

• 5+ years of experience planning trade shows and corporate meetings, preferably in medical device, pharma, biotech, or healthcare
• Working knowledge of HCP compliance requirements (Sunshine Act, Adva Med Code, or similar)
• Excellent organizational and written/verbal communication skills
• Experience with event/registration platforms (e.g., MS Suite, Adobe, Add Event)
• 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)

COMPANY SUMMARY:

Evergen is a global industry-leading contract development and manufacturing organization (CDMO) in regenerative medicine. As the…