Events Coordinator - Marketing Events

DescriptionUnder the direction of the Director of Business Development, the Events Coordinator is responsible for the coordination of physician-facing events including Continuing Medical Education events, industry conferences, networking events and podcasts. In addition, the Events Coordinator will assist with corporate event logistics for TGH internal and community-facing events. At Tampa General Hospital, events are elevated to feature the organization within the hospital and community. The goal and objective of events include community, consumer and physician awareness that will generate trust in TGH in times of health and wellness or if they need to choose a hospital. This role requires extreme attention to detail while also creating a positive experience for physicians, guests, board members, media, community leaders and team members who attend these events. The coordinator conducts activities associated with the TGH sponsorship of Continuing Medical Education including coordination with the USF Health Continuing Professional Development office. Oversees event logistics including coordination and tracking, vendor management, marketing, coordination of physician materials, expenditure accounting, reporting, and post-CME follow up. Works with physicians and their staff to ensure all required documentation is completed. Develops and reconciles a detailed project plan and budget for each event. As part of TGH’s national industry conference strategy, the Events Coordinator will be responsible for researching and negotiating various levels of conference sponsorship opportunities, managing contracts, budget, and event logistics including sponsorship activations, exhibit booth logistics, branding and staffing.For corporate events, the coordinator will assist the Director of Events with coordination of on and off-site events. This includes performing a range of tasks including event coordination and tracking, vendor management and administrative tasks. The coordinator will work with various departments across TGH to execute on event needs including marketing, print materials, audio, visual, food and beverage, facilities and more. Day of event duties will be working with the Director of Events to assist with audio, visual, speaker/talent movement, run of show, venue coordination and attendee managementEssential Functions:Coordinate and execute physician‑facing events, including Continuing Medical Education (CME) programs, industry conferences, networking events, podcasts, and related activities that support Tampa General Hospital’s strategic objectives. Manage CME event logistics in coordination with accrediting partners, including documentation collection, compliance requirements, reporting, and post‑event follow‑up. Develop, manage, and reconcile detailed project plans and budgets for each assigned event, ensuring accurate expense tracking and fiscal accountability. Research, negotiate, and manage conference sponsorship opportunities, including contracts, sponsorship activations, exhibit booth logistics, branding, staffing, and vendor coordination. Coordinate all logistical aspects of events, including venue arrangements, marketing materials, audiovisual needs, print production, food and beverage, transportation, and staffing. Collaborate with physicians, physician offices, executives, internal departments, vendors, and external partners to ensure timely completion of event requirements and documentation. Support corporate and community events by assisting with on‑site and off‑site event coordination, run‑of‑show execution, speaker and talent movement, and attendee management. Provide on‑site event support to ensure a positive, professional experience for physicians, guests, board members, media, community leaders, and team members. Prepare and deliver event reports, summaries, and analyses to leadership, including participation metrics, expenditures, and post‑event outcomes. Perform related administrative and coordination duties as assigned in support of Business Development and organizational event goals. QualificationsBachelor's Degree in Mass Communications, Hospitality, or other related field required. 3-5 years of relevant experience.Technical Knowledge, Skills, and Abilities:Demonstrated knowledge of event planning and execution across physician‑facing, corporate, CME, and community events, with an understanding of how events support brand awareness, reputation, and business development goals. Strong project management and organizational skills to develop detailed event plans, timelines, budgets, and post‑event reporting while managing multiple events simultaneously. Expertise in coordinating Continuing Medical Education (CME) activities, including working with accrediting partners (e.g., USF Health CPD), ensuring documentation compliance, and managing post‑CME follow‑up and reporting. Ability to manage vendor relationships, contracts, sponsorships, and negotiations, including conference sponsorship activations, exhibit logistics, branding, and staffing coordination. Excellent attention to detail and logistical coordination skills to oversee event marketing materials, physician communications, attendee management, expenditures, and on‑site execution. Strong communication and interpersonal skills to collaborate effectively with physicians, executives, board members, media, community leaders, vendors, and interdisciplinary hospital teams. Ability to remain calm, adaptable, and solutions‑oriented in fast‑paced, live event environments while supporting run‑of‑show execution, audiovisual coordination, speaker logistics, and guest experience. Job Field: Materials ManagementJob Type: On SiteOrganization: Florida Health Sciences Center Tampa General HospitalSchedule: Full-timeShift: Day Job