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Event Coordinator

Posted 4 January by Haymarket Media Group Ended

Ideal Candidate: Some experience of working on B2B events in a commercial environment

Overall responsibility
As Event Coordinator you are expected to manage two to three events a month (on average). You will be responsible for ensuring that operations for your assigned events are run to the highest of standards (in accordance with the operations team KPIs).

Key Accountabilities
Event Management:
• On-site event management. (Ensuring the highest standards of delegate, sponsor and speaker care)
• Sponsor liaison, invoicing and guidance. (Including the design and creation of sponsorship packs and post event reports for each sponsor using InDesign)
• Speaker liaison after handover stage. (Including revenue generation via speaker marketing and the creation and design of speaker packs)
• Design of the delegate pack and any other event branding using InDesign.
• Ensuring that the operations costs are kept up to date and within budget
• Pre-event tasks (delegate and speaker information, evaluation forms, presentations).
• Attend handover, GNG (Go No Go), debrief, & pre-event meetings
• Liaison and negotiation with suppliers plus the sourcing of new suppliers where needed. Liaison with external sales teams to ensure they have all of the relevant information for the event (floor plan, what is and is not possible to sell as part of a commercial partnerships)
• Liaison with all other teams and departments where necessary.
• Post event admin and other ad hoc admin tasks. (Including but not limited to delegate thank you emails, speaker feedback collation for the conference producer, sponsorship packs, no shows and name changes, venue feedback, collection and processing of invoices)

General:
• Maintaining good working relationships with all teams
• Ordering and maintenance of event stock
• Venue research and sourcing when required
• Support with customer services when required
• To support your line event manager when required with ad hoc tasks

Skills:
• Excellent attention to detail
• Excellent written and spoken English
• Commercially minded
• Excellent communication skills
• Computer Literature - Microsoft Office, Gmail and Google Drive. We also use InDesign and Eventsforce so experience with these systems is desirable
• Multi-tasking
• Problem solving
• Time management
• Must be able to work in a highly pressurised environment and to tight deadlines

You will be expected to demonstrate the following competencies of attitude at all times:
• Ability to take constructive criticism and apply it positively
• Confidence and charisma
• Determination to succeed
• Disciplined and hardworking
• Excellent personal standards including time keeping and dress code on-site at events
• Maturity and versatility
• Pro-active, positive and 'can do’ attitude
• Problem solving, self-motivation and initiative
• Professional at all times
• Being a team player
• Willingness to learn and take on board new ideas

Hours of work: 9.30am to 5.30pm Monday to Friday, plus additional hours outside of these times as deemed necessary.

Please note: Our office is based in Twickenham, Middlesex which is a 10-15 train journey from Clapham Junction and London Waterloo.

Our busiest event periods are March - June and September - November.

International travel may be required.

Salary for this position is up to £24k p.a

Required skills

  • Event Management
  • Event Planning
  • Live Events
  • Conference Coordination
  • Conference Production

Reference: 34134443

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