Natalia Hurd

• Supporting the Director of Education in managing conference agendas, speakers, and educational webinars
• Serve as onsite and online support with association in-person conferences & webinars attendance of 200 – 500
• Manage speakers including inviting speakers, creating, and collecting speaker agreements, creating conference PPT templates for speaker presentation materials, managing speaker rooming lists, and gathering post-meeting speaker expense reports and honorarium requests
• Develop and update the conference mobile app, EventMobi with speaker information including bios, photo IDs, and speaker session details
• Build out and manage all conference courses and webinars using an internal learning management platform (MemberClicks & LMS) for CE units
• Follow California CE provider guidelines to create CE codes and certificates for conference/webinar participants
• Detail and manage A/V run-of-show and conference MC script
• Manage online webinar registration set-up and launch
• Serve as technical support for virtual conferences by launching sessions, introducing speakers, and communicating with facilitators using Zoom Webinar & GoTo Webinars
• Utilize ClickUp and SmartSheet project management platforms for daily tasks.

Technology Used: MemberClicks, Pheedloop, ClickUp, EventMobi, Vimeo, Canva, Zoom, SmartSheet, PandaDoc, Adobe, Lucid Flow Charts

• Supporting Conference Director in managing sponsorships & exhibitors, ancillary meetings, and serving as technical support for association conferences with attendance of 400 – 650
• Manage ancillary meetings for upcoming conferences
• Manage sponsorships and exhibitor fulfillment including invoicing
• Run regular and ad-hoc reports for program chairs and staff as needed
• Prepare and attend future program chair and future track chair meetings
• Create and manage timelines using SmartSheet
• Assist client Conference Director, as needed on-site and virtually.

Technology Used: MemberClicks, SmartSheet, Adobe, Google Docs, Formsite, Zoom Meetings

• Coordinated company meetings and events and supported the Sr
• Director of Marketing in all aspects of project execution and logistic coordination on meetings with an attendance of 20 – 700
• Served as point-of-contact for headquarters off-site meetings and events
• Sourced, secured, and managed suppliers for programs including transportation vendors, AV/Production, and off-site venues
• Assembled attendee lists, coordinated, and scheduled group transportation, created arrival and departure manifests, and executed program food and beverage event orders
• Reviewed and negotiated contract terms with hotels and venues, meeting space, and guest room block requirements
• Developed and implemented ideas for meeting materials and gifts that are within GPC/NAPA branding guidelines
• Created and built registration websites using CVENT for meetings and events Designed meeting room environments including room set-up, audiovisual needs, food, and beverage layout
• Managed attendee registration, accommodation requests, ground transportation, and dietary requirements
• Communicated directly with attendees and provided support throughout the event lifecycle.

Technology Used: CVENT, Adobe

• Supported the Director of Conference Services in managing pharmaceutical meeting logistics for conferences, advisory board meetings, and dinner product launch meetings
• Managed meeting logistics including hotel RFP process and vendor bid solicitation, activity venue sourcing, monitored conference registration, secured dinner venues, shipped meeting materials, arrange group transportation, and handle honoraria payment processing for HCPs
• Created registration websites using the CVENT event management tool
• Reconciled meeting expenses while adhering to strict pharmaceutical policies within the Sunshine Act guidelines
• Worked alongside the design team to create graphics to be used for signage and website
• Produced all meeting materials including welcome letters, sign-in sheets, signage, name badges, tent cards, agenda, and departure notices
• Managed on-site logistics including fulfillment, signage placement, room set-up, and audiovisual, and assist with ground transportation.

Technology Used: CVENT

• From 2020 – 2021 is due to COVID-19
• Med, Integress Meetings

• Planned and executed 30 annual meetings with an attendance of 20-130 people while managing and coordinating meeting logistics with (2) meeting facilitators
• Managed meeting budget, hotel selection, contract review, prepared F&B event orders, designed meeting room layouts via MeetingMatrix software, booked ground transportation, prepared and submitted rooming lists to hotels, shipped out meeting materials, tracked expenses and business documents for all meetings
• Negotiated and managed hotel contracts, sleeping room attrition, concessions, meeting room rental fees, and food and beverage minimums
• Served as a primary point of contact for all vendors including hotels, transportation companies, and restaurants
• Sourced and arranged group private dinners Developed and implemented a yearly planning agenda
• Executed post-program reconciliation for budgetary assessment needs

Technology Used: CVENT

• Responsibilities included monitoring the registration process and room block commitment through CVENT, assisting with creating a meeting staging guide, preparing food and beverage event orders, facilitating group activity selection, and reviewing final invoices
• Site management during conferences including fulfillment, attendee registration, checking meeting room set-up and audiovisual, VIP management, assisting with group tours, and ground transportation.

• Duties included handling all meeting processes for the 250+ seminars annually, registering attendees for seminars using CVENT, tracking attendee payments, managing seminar accreditation by creating certificates and compiling post-seminar attendee evaluations
• Performed a variety of routine clerical duties such as filing, distributing office mail, assisting with copying and faxing, answering phones, directing calls, and taking messages.

• Handled check-in and check-out efficiently for an 814-room, AAA, three-diamond property, through the hotels POS (Point of Sale) system
• Responsibilities included assigning sleeping rooms, anticipating guest needs, resolving guests' concerns, confirming and awarding honor points to Hilton Honors members, collecting guest payments, and handling cash throughout a shift