Conference Management & Coordination Services (contract position - remote)
Critical Care Transport Medicine Conference
Application
Details
Posted: 08-Apr-26
Location: Remote
Type: Contract
Categories:
Meetings/Expositions/Events
Preferred Education:
4 Year Degree
Additional Information:
Hybrid/Remote is allowed.
Overview
The Critical Care Transport Medicine Conference (CCTMC) is an annual, national educational conference serving physicians, nurses, paramedics, respiratory therapists, and allied healthcare professionals involved in critical care transport medicine. CCTMC is jointly governed by its Sponsoring Partners and is seeking a modern, technology-forward conference management partner capable of delivering a scalable, data-driven, and professionally executed conference experience.
Scope of Services
Conference Technology & Platform
The selected vendor must provide or support a modern event management platform that includes:
Online registration and secure payment processing
Attendee, speaker, and exhibitor portals
Badge generation and digital or QR-based on-site check-in
Real-time reporting dashboards
Mobile-friendly or app-based attendee experience
Secure data storage and export capabilities
Vendors must clearly identify the platforms used and any associated licensing costs.
Hybrid & Digital Content Support
Vendors should demonstrate experience with:
Session recording coordination
Digital syllabus and speaker material management
Post-conference or on-demand content access
Speaker consent and release workflows
Hybrid delivery is not required but will be viewed favorably.
Program & Speaker Management
Coordinate calls for speakers and abstracts
Manage speaker submissions, bios, disclosures, and deadlines
Provide automated reminders and tracking
Support session scheduling logistics
Assist with evaluations and continuing education documentation
Educational content decisions remain with the Educational Program Committee.
Marketing & Audience Growth
Support digital-first marketing strategies
Coordinate email campaigns and promotional timelines
Support social media promotion
Track registration conversion and engagement metrics
Provide sponsor and exhibitor exposure analytics
Exhibitor & Sponsor Management
Manage digital exhibitor and sponsor contracts
Support invoicing and payment tracking
Provide exhibitor self-service portals
Coordinate booth assignments and logistics
Deliver post-event reporting to exhibitors and sponsors
Venue, Hotel & On-Site Management
Solicit and evaluate venues and host hotels
Conduct site visits (virtual or in-person)
Negotiate hotel and venue contracts
Manage room blocks, food & beverage commitments, AV, and catering
Coordinate on-site logistics and staffing
Implement risk management and contingency planning
Financial Management & Reporting
Support budget development with Sponsoring Partners
Maintain transparent financial tracking
Provide regular financial snapshots and reporting
Support final reconciliation and audit readiness
Implement clear approval workflows
Governance & Project Management
Maintain a detailed project timeline and milestones
Use centralized project management tools
Support multi-association governance structures
Define escalation and decision-making processes
Data Ownership & Transition
All CCTMC data remains the property of CCTMC
Vendor must support full data export upon request
Vendor must provide transition support if services conclude
No vendor lock-in permitted
Vendor Qualifications
Proposing organizations should demonstrate:
Experience managing national medical or healthcare conferences
Strong technology and data management capabilities
Financial reporting and transparency experience
Ability to support multi-association governance models
References from comparable conferences or associations
Proposal Requirements
Proposals must include:
Company background and relevant experience
Technology platforms utilized
Staffing model and key personnel
Approach to modernization and innovation
Sample timelines and workflows
Fee structure and pricing model
Identification of out-of-scope services
At least three references
Contract Term
The anticipated contract term is one year, with the option to renew subject to performance and mutual agreement.
The Critical Care Transport Medicine Conference (CCTMC) is a leading educational event dedicated to advancing the practice of critical care transport across air and ground settings. Bringing together physicians, advanced practice providers, nurses, paramedics, and industry experts, the conference focuses on the latest clinical practices, research, and innovations in transport medicine.
Through a dynamic mix of expert-led sessions, case-based discussions, and hands-on learning opportunities, CCTMC provides a collaborative environment for professionals to enhance their skills, share knowledge, and improve outcomes for critically ill and injured patients during transport.
