Delegate Coordinator

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward. 

Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E’s team of 1,800+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something. 

See what life is about at BCD M&E at bcdme.com/careers

About the Role

As a Regional Congress Delegate Coordinator, you’ll orchestrate the end-to-end logistics for sponsored HCP delegations attending global congresses. You’ll partner with Regional Delegate Managers and Global Operations to manage registrations, travel, visas, badges, and timely communications. You’ll keep data spotless in Cvent and ensure all reporting and compliance requirements are met. You’ll be the steady, country-aligned point of contact who gets details right and deadlines nailed.

You’re Good At

• Coordinating complex group logistics (registration, air, hotel, home–airport–home ground transfers, visas, badges) to tight deadlines
• Managing attendee data, savings tracking, and reporting in Cvent with accuracy—and maintaining auditable files
• Communicating clearly and professionally with HCPs, clients, suppliers, and internal teams while aligning consistent country POCs
• Prioritizing, owning deadlines, and staying calm under pressure to meet SLAs
• Bringing at least 1 year in a support role (ideally meetings/events) and using Word, Excel, PowerPoint (including Mail Merge) with a keen eye for detail

You Might Also Have

• Experience in the pharmaceutical industry and with international attendees
• Familiarity with HCP compliance guidelines and visa processes
• Multilingual skills (English required; other languages are a plus)
• Comfort partnering with global operations and vendors to meet budgets and timelines
• Experience exceeding SLA targets in client-facing roles

You should know:

• This is a remote position for candidates located in Costa Rica. You will be asked to required to go in to our office in Lagunilla, Heredia a few times throughout the year.
• C1 Level English Fluency is required for this role. 

Ready to help deliver flawless congress experiences around the world? Apply now and let’s make it happen!

THE PERKS

Flexible Working

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered

Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

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