At Impact XM, we create 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 growing — and we're looking for an
Event Manager, Congress, Meetings & Events – Life Sciences
to join our UK team. If you thrive in a fast-paced environment, enjoy building strong client and supplier relationships, and take pride in delivering seamless, high-impact events, this could be your next opportunity.
The Role
You will play a key role in planning and delivering congresses, meetings, training programmes, and conference hospitality suites for Healthcare and Pharmaceutical clients. You'll oversee event logistics from venue sourcing and contract negotiation through to on-site delivery and post-event reconciliation — ensuring every programme is delivered on time, on budget, and to the highest standard.
What You'll Be Doing
Event Planning & Delivery
* 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
* Travel to event locations as required for on-site support
* Oversee housing, registration, and delegate badge distribution during events
Supplier & Partner Management
* Research, evaluate, and negotiate with preferred suppliers
* Build strong relationships with convention organisers, housing bureaus, venues, and service partners
* Coordinate catering, AV, room blocks, sponsorship activity, and support services
Financial Management
* 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 payment processes
* Oversee budget management through planning, delivery, and reconciliation
Client & Delegate Experience
* 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
What You'll Bring
* 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
* Ability to negotiate supplier contracts and manage terms and conditions
* Strong organisational skills with excellent attention to detail and follow-through
* Confident communicator, comfortable liaising directly with clients, suppliers, and internal teams
* Experience working within an agency or fast-paced client services environment preferred
* Proficiency in Microsoft Office, particularly Excel for budget tracking and reporting
* Willingness and flexibility to travel across the UK and Europe to support on-site delivery
About Impact XM
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 people's lives and our clients' business.
OUR BRAND – What We Believe
Passion
is Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.
ABC
Always Be CURIOUS – We explore the possibilities, discover innovative solutions, and learn from experience.
We>Me
Collaboration and transparent communication creates our best work.
Trust
is Earned – We are defined by our actions and held accountable to our co-workers, clients, and outcomes.
Respect
is Given – We understand, acknowledge, and appreciate the perspective and actions of others.
Safety Message
We want to ensure your safety and protect you from potential scams. Recently, there have been fraudulent job postings circulating online that impersonate Impact XM. These scams aim to deceive unsuspecting applicants by offering nonexistent positions and requesting personal information or upfront fees. Remember that our company does not endorse any job postings outside our official job channels. All of our open jobs can be found and applied to on our official careers site. If one of our team members is reaching out to you regarding a role it would come from an email alias ending in @impact- If you encounter a suspicious offer, report it through the job platform on which you found it or report email as spam.