Event Manager, Congress, Meetings & Events Life Sciences

At Impact XM, we design immersive experiences that connect people, ideas, and innovation across live, virtual, and hybrid events. From global congress activations to executive meetings and pharmaceutical programmes, we help the world's leading Life Sciences organisations engage audiences in meaningful, measurable ways.

We're expanding our UK team and are seeking a talented Event Manager, Congress, Meetings & Events Life Sciences to take ownership of high-profile client programmes. If you thrive in a fast‑paced environment, enjoy building strong relationships with clients and suppliers, and love delivering seamless, impactful events, this role is for you.

As an Event Manager, you’ll be central to planning and delivering congresses, meetings, training programmes, and conference hospitality suites for Healthcare and Pharmaceutical clients. You’ll manage all aspects of events, from venue sourcing and contract negotiation to on‑site delivery and post‑event reconciliation, ensuring every programme runs on time, within budget, and to the highest standard.

You’ll collaborate closely with internal account, creative, strategy, and production teams, acting as a key liaison for clients, vendors, and suppliers. This is an exciting opportunity to own multiple programmes, contribute to process improvements, and deliver extraordinary experiences across the UK and Europe.

• Lead venue sourcing and site selection for meetings, congresses, and events
• Negotiate hotel accommodation and meeting space contracts within approved budgets
• Manage multiple client programmes and recurring events
• Oversee housing, registration, and delegate badge distribution
• Travel to event locations across the UK and Europe as required for on‑site support

• Research, evaluate, and negotiate with preferred suppliers
• Build and maintain strong relationships with venues, housing bureaus, and service providers
• Coordinate catering, AV, room blocks, sponsorship activity, and on‑site support services

• Develop proposals, cost estimates, and detailed event budgets
• Track expenditure and provide reporting on individual events and annual programme spend
• Manage invoicing, master billing, and client payment processes
• Oversee budget management throughout planning, delivery, and post‑event reconciliation

• Partner closely with client representatives and internal teams to finalise logistics
• Manage event registration, invitations, and attendee communications
• Prepare housing confirmations, event information packs, and final reports
• Ensure a seamless, professional experience for all stakeholders

• Degree‑level education or equivalent professional experience
• 2+ years experience delivering congresses, conferences, or complex meeting programmes within Life Sciences, Healthcare, or Pharmaceutical sectors
• Familiarity with UK and European congress landscapes, venue sourcing, and accommodation management
• Experience managing budgets in GBP and tracking programme spend accurately
• Strong negotiation skills and ability to manage supplier contracts
• Exceptional organisational skills with meticulous attention to detail
• Confident communicator, comfortable liaising with clients, suppliers, and internal teams
• Experience in an agency or fast‑paced client services environment preferred
• Proficiency in Microsoft Office, particularly Excel for budget tracking and reporting
• Willingness to travel across the UK and Europe to support on‑site delivery

Impact XM is a global event and experiential marketing agency that empowers brands to power business. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on peoples lives and our clients business.

is Paramount. We love what we do, take pride in doing it and celebrate what we accomplish.

Always Be CURIOUS. We explore the possibilities, discover innovative solutions, and learn from experience.

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