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Meeting Planner
Position Summary Dava Oncology hosts Regional colloquiums for community oncologists in cities across the United States. Each event runs on Saturday in two identical sessions (8 a.m.–12 p.m. and 1 p.m.–5 p.m.) with a one-hour reset over lunch. We are looking for reliable, detail-oriented Meeting Logistics Coordinators to ensure a seamless experience for our physician attendees and faculty. Key Responsibilities · Pre-Event (≈ 7:00 a.m.) · Set and dress the registration table · Assemble and alphabetize name badges and sign-in sheets · Place table tents and printed syllabi according to seating chart · Guest Arrival · Welcome physicians, hand out badges, obtain signatures on sign‑in sheets · Answer attendee questions and direct traffic inside the venue · Meeting In-Progress · Staff the registration desk for late arrivals and general inquiries · Monitor breakfast food & beverage; verify items against BEO and coordinate with hotel staff · Ensure coffee and tea are refreshed on schedule · Mid‑Day Reset (12 p.m.–1 p.m.) · Clear used materials and tidy the room · Refresh coffee/tea and water stations · Replace table tents and syllabi for afternoon session · Afternoon Session · Repeat registration duties for new attendee group · Continue food & beverage oversight (lunch service) · Post‑Event (≈ 5 p.m.–6 p.m.) · Assist Dava Oncology team in packing A/V components and event materials · Conduct final room sweep to ensure no Dava property is left behind Qualifications & Skills · Bachelor’s degree (completed or in progress) · At least 1 year of customer-facing experience in events, hospitality, or conference services · Comfortable lifting up to 30 lbs and standing for extended periods · Strong organizational skills with meticulous attention to detail · Confident communicator who can interact professionally with physicians and hotel staff · Basic proficiency with MS Excel/Word or Google Sheets/Docs · Ability to travel locally within metro area Schedule & Compensation · Typical shift: Saturdays, 7 a.m.–6 p.m. (includes paid 30‑min meal break) · Additional prep or debrief calls (~1 hour) may be required the week of the event · Mileage or rideshare reimbursement provided when applicable