Jenna Abji Email & Phone Number

Vancouver, Bc, Ca

Vancouver, British Columbia, Canada

Vancouver, British Columbia, Canada

Role: Event Planning & LogisticsDates: 01/2023-08/2023Client: AstraZenecaManaging speaker training/advisory board event logistics for events of up to 200 delegates taking place in the US for AstraZeneca (a pharmaceutical/biotechnology company)Role: Tradeshow Logistics ManagementDates: 04/2022-02/2023Client: InvitaeManaged conference tradeshow and ancillary event logistics for conferences of 1,000 to 40,000 delegates taking place in the US for Invitae (a biotechnology company)• Efficiently managed room set up, overflow, and f&b for Invitae’s sponsored booth reception, awards ceremony, and lunch symposium at NSGC 2022 (one of its most important shows of the year with 2,000 delegates)• Consolidated the internal conference master list with the conference critical path and checklist to create a streamlined process document to ease the planning process for Invitae’s tradeshow involvement• Developed risk-planning procedures for potential tradeshow post-pandemic shipping and staffing issues experienced with shipping and show services companies

Vancouver, British Columbia, Canada

Role: Virtual Conference Production Dates: 04/2021-04/2022Client: International Conference ServicesCoordinated and hosted pre-recorded/live speaker and Q&A sessions for virtual international conferences. Assisted virtual speakers with all pre-recordings via Zoom, including submitting required video edits to the editing team to ensure streamlined sessions• Contributed to the internal library of virtual conference production procedures and best practices; provided tips on how to efficiently use Zoom and quickly resolve technical issuesRole: Room Block Development/Hotel Contract NegotiationDates: 12/2018-03/2020Client: International Conference ServicesExecuted successful room block development and hotel contract negotiation for several planned international conferences in London, Valencia, Singapore, Shanghai, and Taipei with 1,000 to 2,000 delegates• Initiated room block development and hotel negotiation for one of the company’s most significant long-term annual clients, an international city-wide medical conference planned for Vienna in 2022 with 7,000 delegates, 24 hotels, 3,300 reservations, and 15,000 room nights• Reviewed and updated the company’s RFP and hotel contract negotiation templates to match current industry standards and company policies; created custom templates that aligned with specific brands and countries’ terms of agreements to streamline the RFP process

Vancouver, British Columbia, Canada

Oversaw all housing and registration operations for international city-wide medical conferences with up to 7,500 delegates, 3,000 reservations, 14,000 room nights, 50 hotels, and 50 group room blocks in Vancouver, Vienna, and Abu Dhabi and led teams of up to five• Handled all venue sourcing, room block development, and hotel contract negotiation for an association’s US conferences as well as two international city-wide medical conferences in Vancouver • Served as the primary point of contact for repeat big pharma clients (conference sponsors); handled all housing and registration operations for accounts, including group blocks, pricing quotes, negotiating contracts, and coordinating with the sponsorship and sales teams in building accounts into the event planning/CRM software• Organized and facilitated over 50 in-person hotel site inspections in Abu Dhabi with a colleague to ensure the client’s hotel and conference needs were met in a timely fashion and provided the client with in-depth venue updates and hotel recommendations for specific conference groups based on group priority, concessions offered, cost, proximity, and meeting space• Acted as a Groups Lead and standardized group housing and registration guidelines and procedures to ensure the company was in alignment during a new event planning software transition to EventsAir• Acted as a Groups Lead and proposed innovative business initiatives to generate more group housing revenue

Vancouver, British Columbia, Canada

Managed all housing and registration operations for international city-wide medical conferences in Vancouver, Toronto, and Vienna with up to 8,500 delegates, 35 hotels, 4,500 reservations, 24,000 room nights, and 80 group room blocks and led teams of up to five• Produced record-breaking group housing revenue by efficiently managing group housing for the International Diabetes Federation Congress 2015 in Vancouver • Spearheaded the planning and execution of the company’s 40th-anniversary client and internal parties for 100 attendees with two colleagues; sourced venues, handled catering, delegated responsibilities, and managed event budgets • Partnered with Meetingmax, a housing management software company, in developing a customized sub-block reporting system that efficiently handled conferences with several group room blocks

Vancouver, British Columbia, Canada

Managed internal events of 10-200 attendees (e.g., workshops, information/orientation sessions, public announcements, and breakfast receptions) and several aspects of academic conferences of up to 600 attendees.• Designed the Conference Service Client Satisfaction e-Survey to gather an overall client rating and feedback on the event and services as well as areas for improvement• Renewed the Conference Services Handbook and developed/improved Conference Services templates and process documents

Vancouver, British Columbia, Canada

Managed internal events of 10-200 attendees (e.g., workshops, information/orientation sessions, public announcements, and breakfast receptions) and several aspects of academic conferences of up to 600 attendees• Coordinated all aspects of catering for the 2013 week-long annual staff meeting• Researched, proposed, and implemented abstract and mobile app management tools for academic conferences with 100-600 delegates to improve speaker management and increase sponsor and attendee engagement • Created and implemented the Gratitude Wall project for Valentine’s Day to improve office morale

Calgary, Alberta, Canada

Managed a team of 2-3 guest services agents and oversaw all hotel departments and outlets during weekly manager of duty shifts• Implemented a new front office guestroom up-sell program to incentive and motivate front desk agents to up-sell rooms and services; trained team on up-sell best practices

Calgary, Alberta, Canada

Set up event space and bar/buffet areas, replenished buffet food, served beverages/courses, and maintained table settings by removing courses as completed, replenishing utensils, refilling beverages, and being alert to patron spills or special needs. Shift work included business events, graduation parties, weddings, and holiday parties.

Calgary, Alberta, Canada

Received and distributed telephone/email inquiries to the appropriate Sales & Catering Managers and prepared event signage and reports• Redesigned/updated the Sales & Catering meetings package and brochures

Calgary, Alberta, Canada

Took reservations, pre-assigned guestrooms, coordinated special/VIP requests, administered check-ins/check-outs, processed payments, performed administrative duties, provided concierge support, and resolved issues/disputes• Frequently achieved first or second place in the Front Office guestroom up-sell program• Developed/updated Front Office templates and process documents and promoted ease in the use of the Front Office property management system, Opera with the creation of legend key cards for team use

Calgary, Alberta, Canada

Assisted with registration for Chamber events and coordinated venue selection, catering, registration, sponsorship, and onsite coordination for the May 2010 Business After Hours event

Bachelor'S Degree, English Language And Literature & International Relations

Activities and Societies: • International Students Association AVP (Associate Vice President) External and Webmaster • Student Leadership.

Event Management Diploma

Activities and Societies: • Henry Burris All-Star Weekend Event Crew Member • Calgary Science World Bodyworks Exhibit Setup Crew Member

Ib Diploma