Job Description

The United States Association for the Study of Pain (USASP) seeks a conference planner for its upcoming conference in Philadelphia, PA. This is a part-time contract (1099) position. The project includes pre-conference planning as described below, including onsite management. Attendance at the conference is required during the dates of March 23-26, 2026 (travel dates are expected to be March 22nd and 27th).

About USASP

The United States Association for the Study of Pain (USASP) is a 503(c) nonprofit association with approximately 1,000 members. About one-third of our membership consists of trainees either in a training program or within 5 years of completing their final degree. . Our goal is to bring diverse perspectives, including those of scientists, clinicians, healthcare providers, policymakers, and people with lived experience of pain together to stimulate and support the study of pain and to translate that knowledge into improved pain relief. USASP is the United States chapter association of the International Association for the Study of Pain (IASP).

Our association brings together leading experts and professionals from various disciplines related to pain research to advance knowledge and address critical challenges. As a highly respected and influential association, we are committed to fostering innovation, disseminating scientific discoveries, and advocating for evidence-based policies. We are currently seeking a Conference Planner to support our organization in efficiently managing our 2026 Annual Scientific Meeting.

Core responsibilities

General project management:

Overall management of the following aspects of the conference (in close communication with USASP staff): Food and beverage; Hotel room block. Heavy assistance with the management of: Audio Visual; Meeting room assignments.

Conference Management Pre-Planning:

Meet with USASP staff to understand their needs and vision, communicate with stakeholders as needed, and maintain strong relationships with vendors (hotel, A/V company, etc.). Manage any aspects of the conference pre-planning as requested by USASP staff.

Event logistics and planning:

Work with USASP staff to support event logistics, including working with the hotel for room block updates and changes; food and beverage planning; A/V planning; meeting room assignments; and other areas of general support as requested.

Food and beverage management:

Work with USASP and hotel staff to manage food and beverage for the event, including management of meal preferences and F&B guarantees. Review Banquet Event Orders prior to USASP staff's review and approval of BEOs.

Budget management:

Ensure all activities stay within the designated financial constraints.

Vendor and supplier coordination:

In coordination with USASP staff, solicit bids from service providers, such as caterers, technicians, and decorators; or work with vendors that have already been selected. If needed, negotiate contracts to secure the best prices.

Event setup and execution:

Oversee the setup of the event space, including room assignments and equipment. Manage the event on-site to ensure smooth operation and handle any issues that arise.

Production and A/V management:

Work with USASP staff and vendors to ensure event set-up and production goes smoothly; troubleshoot any issues as they arise to ensure a high-quality experience for attendees.

Post-event activities:

Assist with post-event cleanup and conduct a post-event analysis to assess success and gather feedback, including a room pick-up list from the hotel. Request a room block audit from the hotel to match attendee names against reservations to ensure all attendees are attributed to the room block.

Essential skills

Exceptional organizational and project management skills Strong communication, interpersonal, and negotiation skills Professional demeanor Ability to work under pressure and adapt to unexpected changes Attention to detail Creativity and problem-solving abilities Proficiency with technology (e.g., MS Excel, Google Docs, Canva is helpful but not required) Customer service skills

Qualifications

Minimum 10 years' experience managing professional conferences with 500+ attendees

Minimum 5 years' experience working with nonprofit professional associations (preferred)

A cover letter is REQUIRED.

Please include your hourly or project rate. Applicants who do not include their requested hourly or project rate will not be considered.

We expect the hours necessary to complete pre-conference and post-conference time to be a maximum of 120 hours. On-site, an average of 12-14 working hours per day may be expected. Travel and accommodations would be reimbursed after the conference (economy class airfare, ground transportation and/or parking, up to 5 nights in the conference hotel).

Submit resume and cover letter to: apply@usasp.org

Job Type: Contract

Pay: $35.00 - $75.00 per hour

Application Question(s):

Are you available to attend USASP's upcoming conference in Philadeplphia, PA March 23-26, 2026? Do you have at LEAST 10 years' experience managing professional conferences with 500+ attendees?
Work Location: Hybrid remote in Philadelphia, PA 19107