Biohackers World is a leading US-based conference and expo that brings together science, wellness, and community. With events in major cities (Los Angeles, Chicago, Miami, New York, San Francisco), we connect health innovators, visionary speakers, longevity experts, spirituality and health optimization enthusiasts into one transformative experience. We create an immersive environment where ideas are exchanged, collaborations are formed, and the future of health and technology is shaped.
Mission of the Role
As Senior Event Manager, you will be involved in the full lifecycle of our conference and expo — from planning to on-site delivery. You will work cross-functionally with marketing, sales, content, and partner support teams, as well as external vendors, venues, and partners, to deliver a world-class attendee and exhibitor experience.
Key Responsibilities
Planning * Collaborate with the Head of Events on the end-to-end planning, execution, and continuous improvement of all events,including timeline, milestones, and KPIs. * Coordinate with departments on deliverables and deadlines. * Conduct regular stakeholder meetings, providing clear status updates, risk assessments, and mitigation plans.
Setup & Teardown * Manage all aspects of move-in and move-out, including detailed schedules, dock assignments, freight routing, and turnaround timelines. * Oversee the physical build of the event space — including stage construction, expo floor installation, registration area setup, signage placement, breakout room configuration, and common area staging. * Research general contractors, decorators, drayage providers, and labor crews — confirming headcounts, shift schedules, scopes of work, and performance standards. * Conduct pre-show walk-throughs and inspections with venue, vendors, and key staff to confirm readiness and resolve punch-list items before doors open. * Coordinate signage and wayfinding deployment across all event spaces, including exterior, lobby, hall entrances, session rooms, and expo aisles. * Manage teardown sequencing to ensure efficient breakdown, asset recovery, inventory return, waste management, and venue hand-back with no damages or outstanding charges.
Expo Floor * Plan the expo floor layout, including booth assignments, traffic flow, sponsor activations, and common areas.
Attendee Experience * Develop comprehensive run-of-show documents and production schedules * Lead on-site operations during the event, managing staff, volunteers, vendors, and real-time problem-solving. * Respond to questions or incidents, handling escalations calmly and decisively.
Qualifications * 5–7+ years of experience managing large-scale conferences, trade shows, or expos (1000+ attendees preferred). * Proven track record of end-to-end event ownership — from concept to post-event wrap-up. * Experience negotiating and managing contracts with venues, vendors, and suppliers. * Excellent project management skills; proficiency with tools such as Notion, ClickUp or similar platforms. * Exceptional communication and interpersonal skills, with the ability to manage multiple stakeholders at varying levels. * Ability to work under pressure and adapt quickly in a fast-paced, live-event environment. * English level upper intermediate * Willingness to travel for weekend events 4 times per year.
