MDR Strategy Group is seeking an experienced Conference & Events Coordinator to lead the planning, coordination, and delivery of our next AI in Regulation conference, taking place in Toronto in March 2027. This is a hands‑on, part‑time contract role for an experienced event professional who can take ownership of the many moving pieces required to deliver a polished, high-quality professional conference. The successful candidate must be based in Toronto or Halifax and have significant experience managing conferences, corporate events, or other complex professional events. The Conference & Events Manager will work closely with MDR's leadership team and will serve as the central point of coordination across the venue, suppliers, speakers, sponsors, delegates, and internal team. Conference & Project Management Develop and manage the overall conference work plan, critical path, timelines, milestones, and deliverables. Coordinate all operational aspects of the conference from planning through onsite delivery and post-event closeout. Maintain detailed planning documents, schedules, checklists, supplier information, and event specifications. Lead regular planning meetings and provide clear updates on progress, deadlines, risks, decisions, and outstanding actions. Develop and maintain a detailed conference budget in collaboration with MDR leadership. Track revenues, expenditures, commitments, deposits, invoices, and projected costs against budget. Review supplier proposals and contracts and support negotiations to achieve strong value while maintaining event quality. Monitor registration and sponsorship revenue against conference targets. Support final financial reconciliation following the conference.



Excellent financial management skills and demonstrated experience developing and managing significant event budgets are essential for this role. Venue, Food & Beverage and Logistics Serve as the primary operational liaison with the conference venue. Coordinate meeting rooms, floor plans, room capacities, staging, signage, registration areas, speaker preparation areas, and other event spaces. Manage food and beverage planning, including menus, dietary requirements, guarantees, service schedules, and banquet event orders. Coordinate conference logistics including shipping, materials, signage, equipment, supplier access, setup, teardown, and storage. Oversee the conference registration process and registration platform. Coordinate confirmations, attendee communications, dietary and accessibility requirements, name badges, registration materials, and onsite check‑in. Develop an efficient onsite registration process and manage the registration desk during the conference. Help ensure delegates receive a professional, organized, and welcoming experience from registration through the conclusion of the event. Audio-Visual & Production Coordinate all AV and technical requirements with the venue and production suppliers. Develop detailed requirements for staging, screens, presentations, microphones, lighting, sound, video, recording, and other technical needs. Coordinate speaker presentations and technical requirements in advance. Manage technical rehearsals, speaker sound checks,



and presentation testing. Work closely with AV teams during the conference to ensure seamless program delivery. Coordinate speaker logistics, schedules, biographies, presentations, technical requirements, travel information, and onsite needs. Maintain the master conference program and detailed run‑of‑show. Onsite Conference Management Serve as a key onsite operational lead for the conference. Oversee setup, registration, room transitions, food and beverage service, speaker movements, technical requirements, and teardown. Post-Conference Complete final budget reconciliation. Document lessons learned and recommendations for future conferences. Ensure conference records, supplier information, contracts, and operational documentation are properly organized and retained. We are looking for an experienced event professional with: Extensive professional experience planning and delivering conferences, corporate events, conventions, or comparable large-scale events. Demonstrated experience managing complex event budgets and financial reporting. Strong knowledge of conference venues, contracts, food and beverage, AV, production, registration, and event logistics. Experience managing relationships with hotels, venues, AV companies, caterers, production suppliers, and other event vendors. Excellent project management and organizational skills. Confidence negotiating with vendors and reviewing event contracts and proposals. Ability to remain calm, decisive, and solutions-focused in a fast-moving event environment. Robust proficiency with spreadsheets, budgets, project management tools, and event registration systems. The position is part‑time during the planning period, with h

📌 Conference & Events Coordinator - Hotel (Canada)
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📍 Canada