Ancillary Meeting Coordinator (ES, Spain, Virtual, EUROPE)

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.

Headquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.

See what life is about at BCD M&E at
About the role:

We’re looking for an Ancillary Meeting Coordinator to support the successful delivery of ancillary meetings connected to congresses .

This is a fantastic opportunity for someone who is detail-oriented, proactive, and confident managing multiple tasks in a fast-paced environment. Working closely with Meeting Managers, you will play a key role in attendee management, meeting communications, registration processes, and website coordination to help ensure every event runs smoothly from start to finish.
As a Ancillary Meeting Coordinator, you will:

You will be a vital part of the meeting delivery team, taking ownership of attendee-related processes and communications across multiple programs.
Attendee Management & Communication

- Manage attendee registration and logistics from end to end

- Act as a key point of contact for attendees, clients, and internal teams

- Draft, proofread, and send attendee communications including invitations, confirmations, and speakers’ memos

- Maintain accurate attendee information across online systems and offline tracking tools

- Provide regular registration updates and reports to stakeholders

- Prepare attendee materials for on-site execution, including badges, tent cards, sign-in sheets, and attendance tracking

- Provide on-site support for larger congresses when required

Meeting Registration Website Support

- Collaborate with Meeting Managers and Cvent Specialists to support the setup and customization of registration websites

- Ensure website content is accurate and captures all required attendee information

- Create and customize websites independently when needed for specific meeting types

- Support web builds from creation through to launch, ensuring timelines and expectations are met

Client & Team Partnership

- Partner with Meeting Managers to schedule client calls and provide attendee updates

- Support client-facing activity related to registration and website builds

- Troubleshoot issues quickly and effectively

- Provide backup support in the absence of the Meeting Manager

- Act as a knowledgeable resource for colleagues on client guidelines, processes, and procedures

Compliance & Documentation

- Create and maintain ancillary meeting folders and related documentation

- Support threshold tracking and required compliance processes

- Complete post-program attendee documentation, including final reporting and actual attendance numbers

Data Accuracy & Problem Solving

- Capture and manage attendee and logistics data with a high degree of accuracy

- Consolidate information from multiple data sources into clear and usable formats

- Anticipate issues, solve problems proactively, and help keep programs on track

What we’re looking for:
Essential

- At least 1 year of experience in a support role, ideally within meetings, events, or a related environment

- Strong Microsoft Office skills, including Word, Excel, PowerPoint, and Mail Merge

- Exc