Symposium Specialist

About Merrithew

Merrithew is the global leader in mind-body education and equipment. Founded in 1988, the company has trained more than 80,000 instructors and partners worldwide, developed six innovative education programs— STOTT PILATES, ZEN•GA, Total Barre, Halo Training, Merrithew Fascial Movement and CORE Athletic Conditioning & Performance Training— and has produced an extensive line of professional and at-home equipment and accessories for personal and professional use.

Join Merrithew in its mission to inspire people worldwide to lead healthier lives through premium education programs and cutting-edge equipment. With a focus on world-class education and industry-leading equipment, Merrithew is dedicated to promoting optimal fitness and wellness for all.

Position Overview:

The Symposium Specialist is responsible for the planning, coordination, execution, and management of all Symposiums and education events. This includes financial planning, programming, registration management, logistics coordination, and post-event analysis. Acting as a key liaison between the Education Programming Department, the Events Department, and other stakeholders, this role ensures the seamless execution of Symposiums & events while enhancing attendee experience and maximizing profitability. The specialist will contribute strategic insights and process improvements to elevate the overall event experience.

Major Responsibilities:

Financial & Strategic Planning

• Assist in preparing the annual budget for Symposiums in collaboration with senior leadership.
• Develop detailed Profit and Loss (P&L) projections, including pricing structures, break-even analyses, and revenue forecasting.
• Collaborate with stakeholders to refine pricing strategies and compile a P&L draft for leadership approval.
• Research and analyze industry trends to optimize Symposium offerings and increase market competitiveness.

Symposium Registration & Website Integration

• Manage the Symposium registration process via Cvent, ensuring an intuitive, seamless experience for attendees.
• Build and integrate Cvent registration widgets into the Symposium website, ensuring accurate scheduling, pricing, automated communication, and multilingual accessibility.
• Coordinate with IT, Finance, and Marketing teams to ensure secure payment processing, compliance with security protocols, and proper data management.
• Develop automation strategies to improve efficiency in registration, communication, and reporting processes.
• Oversee registration handling, including processing registrations, creating orders, applying payments, and troubleshooting attendee issues.

Programming & Event Logistics

• Contribute to the development of a strategic schedule of workshops and courses to maximize engagement, profitability, and attendee experience for Symposiums and other events.
• Support the Education Programming (EP) department in recruiting and confirming presenters and assistants for Symposiums and events.
• Ensure presenters & assistants receive schedules, relevant workshop notes, and necessary training opportunities.
• Coordinate with the Events & Education Programming department to ensure all logistical needs (e.g., audiovisual requirements, workshop materials, translations) are met.
• Ensure the Cvent OnArrival app is fully functional for smooth check-in and on-site sales at Symposiums.
• Manage the organization of name tags for attendees, assistants, and staff.
• Travel to Symposiums as needed to assist with setup and execution.
• Support the creation of MOUs for Symposium partnerships and provide finance with necessary data for profit-sharing agreements.

Attendee & Stakeholder Communication

• Act as the primary point of contact for attendees, responding to inquiries, providing guidance, and ensuring a high-quality experience.
• Send biweekly progress reports to stakeholders with key metrics and visual data representation.
• Present Symposium updates in weekly meetings, providing insights into registration numbers, financial status, and operational considerations.
• Provide stakeholders with comprehensive Symposium reports (pre-event, during, and post-event).

Post-Event Analysis & Reporting

• Compile pre-event, live-event, and post-event reports to assess event performance and inform future planning.
• Work with Finance to finalize invoicing and profit-sharing agreements, ensuring compliance with contractual terms.
• Provide recommendations for ongoing process improvements based on event data and attendee feedback.

Skills and Qualifications:

• University or College Degree in Business Administration, Event Planning, or a related field.
• 3-5 years of experience in event planning, symposium management, or digital event coordination.
• Proficiency in Cvent (Hybrid Events, Event Marketing Strategy, Event Management, Cvent OnArrival, Systems Administration).
• Strong proficiency in Excel, PowerPoint, Word, and database management.
• Ability to travel internationally 4-5 times per year for event execution.
• Strong analytical and problem-solving skills, with the ability to manage multiple tasks and deadlines.
• Experience with automation tools and process optimization in event management is an asset.
• Promotes an inclusive environment, where all ideas are welcome.
• Strong advocate for fitness, energizing others to follow a wellness journey.
• Ensures transparency, integrity, and alignment with organizational goals.
• Recommends and implements quality standards for processes, services, and products, as well as individual and team performance.
• Additional languages spoken/written are an asset.

Merrithew is committed to providing accessible employment practices that comply with the Accessibility for Ontarians with Disabilities Act (AODA). Merrithew is committed to providing a barrier-free access workplace. If you need accommodation at any stage of your application, or want more information on our accommodation policies, please contact us "[email protected]". Merrithew is proud to be an Equal Opportunity Employer. Our organization respects and follows the letter and spirit of the Ontario Human Rights Code. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or any other code grounds.