Associate Tradeshow & Meeting Planner

Date: Jun 15, 2022

Location: Wyomissing, PA, US

Company: Teleflex

Expected Travel: Up to 25%

Requisition ID: 6559 


About Teleflex Incorporated

Teleflex is a global provider of clinically effective medical technologies designed to improve the health and quality of people’s lives. We apply purpose driven innovation – a relentless pursuit of identifying unmet clinical needs – to benefit patients and healthcare providers. Our portfolio is diverse, with solutions in the fields of vascular and interventional access, interventional cardiology, surgical, anesthesia, cardiac care, interventional urology, urology, emergency medicine and respiratory care. Teleflex employees worldwide are united in the understanding that what we do every day makes a difference. For more information, please visit


Global Functions The Corporate division is the central operating unit of the company; setting strategy and policy and providing business development, finance, human resources, information technology, investor relations and legal support to the businesses. The global Company headquarters is located just outside of Philadelphia in Wayne, PA. Join a dynamic, growing team that offers healthcare providers an array of medical technology solutions that make a difference in patients’ lives.

Position Summary

Under direct supervision, the Associate Planner plans and manages conferences and scientific tradeshows for assigned North America business unit(s) and is responsible for an average of 15 events annually. Exhibit sizes range from 10’x10’ to 20’x20’ and budgets reach up to $250,000 per event.  The Associate Planner plays an integral role in each event beginning with overall strategy through post-show survey analysis that can impact plans for the following year.  This position is highly visible within the Teleflex organization and will maintain on-going working relationships with fellow planners, marketing communications, marketing, sales, executive leadership, other internal functions, and vendors.



Principal Responsibilities

  1. Under supervision, consult with assigned business leaders within marketing and sales to determine objectives and requirements for proposed annual conferences and national tradeshows.  Review with supervisor to ascertain which tradeshows and/or conferences will help achieve the business unit’s objectives and the overall objectives of the company.
  2. Chair tradeshow/conference kickoff meetings. Establish budgets, create timelines, recommend sponsorship opportunities, and determine the event committee.
  3. Under supervision based upon experience, the Associate Planner is responsible for, but not limited to, several tasks associated with approved shows and conferences:
    •    Organize registration of all assigned shows/events ensuring optimal space is secured on behalf of the company.
    •    Host and chair all pre-show planning discussions with sales and marketing management.  Primary liaison of all conference/show related communication.
    •    Negotiate all associated contracts with associations, sponsorships, hotels, outside vendors, etc.
    •    Determine booth set-up based on size of floor space, traffic flow and product focus.
    •    Manage exhibit assets and order all show services.
    •    Determine audio-visual needs within exhibit space and ensure all cables and components are ordered, delivered, set-up and working.
    •    Manage hotel room block and attendee registration (including reservations, payment, and confirmations).
    •    Evaluate and select providers of service according to business requirements.  
    •    Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, displays, special needs requirements, printing and event security.

•    Ensure all services and deliverables meet all pre-determined due dates.  Serve as overall pre-event project manager.

•    Order and coordinate logistics of show/conference literature and educational materials per marketing requests.

•    Manage conference/show lead retrieval system.  Maintain process from obtaining badge kits from association and outside vendor thru uploading into Teleflex system at the conclusion of event. 
•    Manage overall shipping and logistics to ensure all conference/show materials and exhibit properties are delivered and returned by pre-determined delivery dates..
•    Plan and develop programs, agendas, signage, and services according to customer requirements while adhering to brand standards and compliance policies

  1.  Provide planning assistance and/or guidance to the Clinical Education and Market Research teams for all tradeshow related educational events (ensure presentations are submitted to show management on time, provide direction with submission deadlines, facilitate required space, meals, AV, etc).
  2.  Overall event management to Sales and Marketing leadership for all tradeshow related ancillary employee/customer meetings.  Ensure adequate meeting space is contracted, secure appropriate hotel reservations, facilitate ordering of food and beverage, audio visual equipment, agenda creation, and budget management.
  3. Assist with other meetings and events as requested by departmental management.  
  4.  Provide guidance and assistance to Region Managers/Administrative Assistants for small local meetings and/or shows.
  5.  Read trade publications, attend seminars, and consult with other meeting professionals in order to keep abreast of meeting management standards and trends

Education / Experience Requirements

Associate's degree or equivalent experience.  BA preferred. Must be willing to work toward obtaining CMP or CTSM certification.
Minimum 2 years of experience in planning events is preferred. 
Medical device industry experience preferred.

Specialized Skills / Other Requirements

Advanced proficiency in Microsoft Office suite (Word, Excel, and PowerPoint) is required. Working knowledge of Microsoft Access is favored.  
Able to quickly learn new tools easily. 
Excellent written and verbal communications skills as well as above-average interpersonal abilities.  
Must be very detail-oriented with excellent organizational skills, and must be able to multi-task, meet tight deadlines, and maintain composure under pressure in a fast-paced environment.  
Being a creative thinker, problem solver, team player, and self-motivated are essential qualities.  
Quantitative and analytic skills are needed to formulate and follow budgets as well as to understand and negotiate contracts.  
Ability to work with a vast variety of individuals with utmost professionalism and courtesy; from outside vendors to our executive leadership and board members.
Able to travel domestically and internationally.
Able to travel 20% of the time (including weekends and possibly holidays).
Able to lift 50 lbs. and carry a minimum of 25 lbs. 
Must be able to stand for a full working day when on-site at meetings and tradeshows


Teleflex, Inc. is an affirmative action & equal opportunity employer. D/V/M/F. Applicants will be considered without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, sex, or veteran status. If you require accommodation to apply for a position, please contact us at: 262-439-1894.

Teleflex is the home of Arrow®, Deknatel®, Hudson RCI®, LMA®, Pilling®, Rüsch®, UroLift® and Weck® – trusted brands united by a common sense of purpose. Teleflex, the Teleflex logo, Arrow, Deknatel, Hudson RCI, LMA, Pilling, Rüsch, UroLift and Weck are trademarks or registered trademarks of Teleflex Incorporated or its affiliates, in the U.S. and/or other countries.

© 2021 Teleflex Incorporated. All rights reserved.

Nearest Major Market: Reading PA