Event Management Services

We are looking for a

Event Management Services 

The Marie Curie Alumni Association (MCAA) is a global network of researchers who have benefited from or are benefitting from the Marie Sklodowska Curie Actions (MSCA). Our Annual Conference is a flagship event that brings together around 400 top scientists, researchers, and professionals from around the world to discuss advancements, share knowledge, and foster collaborations. We are seeking an experienced local event management company to oversee the planning, coordination, and execution of our next edition, which will take place in Krakow, Poland, from March 21 to 22, 2025 with planned satellite events on the 19th and 20th March. We estimate 400 people attending onsite and 300 people accessing the conference online. We also plan to organise similar events in 2026 and 2027 in different locations. 

Job description:

The service provider will be responsible for supporting all activities related to the MCAA Annual Conference, including but not limited to:

  • Support and Coordination:
    • Support and coordinate with the local organising team, MCAA Secretariat, MCAA Conference TaskForce, and MCAA Board
    • Manage and Support the local support team
    • Report regularly to MCAA Secretariat, MCAA Conference TaskForce
    • Manage conference registration process 
    • Manage abstract submission for the lightning talks and posters 
    • Organise social events 
    • Provide a management platform for a hybrid event 
    • Support on venue selection for 2026 and 2027
  • Providers & Suppliers Management:
    • Negotiate contracts and ensure favourable terms and conditions with providers
    • Ensure all event materials and suppliers are prepared and delivered on time
    • Conduct site visits and manage relationships with the local suppliers
  • Event Logistics and Execution:
    • Coordinate all logistical aspects of the Conference, including local transportation, accommodation, satellite events, and on-site management
    • Oversee the setup, execution, and closing of the conference
    • Troubleshoot any issues that arise during the event and ensure a smooth operation
    • Find and secure sponsors 
  • Budget and Financial Management:
    • Monitor and manage the event budget, ensuring cost-effectiveness and adherence
  • Stakeholder and Customer Service:
    • Liaise with sponsors and other stakeholders to ensure their needs are met
    • Provide exceptional customer service and support to the conference organiser and participants
  • Event Evaluation and Reporting:
    • Ensure the event is completed smoothly according to the requirements.
    • Evaluate the event performance and prepare a report.

What we expect:

  • Proven experience in organising events 
  • Deep local knowledge of the city (Krakow) 
  • International dimensions 

Will be considered as advantages: 

  • A track record of successfully managing large-scale conferences or scientific events

More information:

The Marie Curie Alumni Association (MCAA) is a global network of researchers who have benefited from or are benefitting from the Marie Sklodowska Curie Actions (MSCA). MCAA supports and contributes to the advancement of knowledge for a global, diverse, and informed society. MCAA enhances the flow of knowledge across different countries, sectors of the economy, and scientific disciplines. By encouraging networking, cooperation, and mutual understanding among MCAA members and external stakeholders, MCAA serves as a forum of debate between researchers and society. The key focus of MCAA is to promote career development, offer networking, and science policy.  Since its establishment in 2014, MCAA has contributed to shaping the future science policy in Europe, providing different career development opportunities and supporting the wider research community on topics affecting research and researchers' lives. Currently, MCAA has over 22,000 members from 150+ countries. MCAA has 37 geographical chapters and 11 thematic working groups.

 

Links 

MCAA Conference 2024 Website

MCAA Conference 2023 Report

MCAA Sponsorship Page

How to apply? 

Applications via the automated LinkedIn Apply button will NOT be considered.

Send your application to jobs@mariecuriealumni.eu with the subject line - Application for Event Management Services, mentioning the following details: 

  • Company/Provider
    • Overview of the company, including experience in managing similar events.
    • Key personnel and their qualifications.
    • Previous organisation experiences 
  • Budget breakdown 
    • Comprehensive budget, including all costs associated with the event management 
  • Plan for increasing the visibility and revenue from the event in the next years 

Submission deadline: As soon as possible, no later than September 21, 2024, 23:59 CET (Applications may be evaluated on a rolling basis). Only the top-listed candidates will be contacted for interviews within September.

Starting Date: Early October