Event Coordinator

London, UK

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Role Overview

We’re looking for an experienced and ambitious Event Coordinator to work in our London office.  

Currently the company organises three large-scale congresses, three awards ceremonies, six mid-sized forums and a significant number of small meetings over the course of the year. The events take place in the US, Europe, Australia and South-East Asia, and the portfolio is expanding.

Key Responsibilities

The candidate will be mainly supporting on our large-scale conferences and mid-sized forums, whilst owning and developing small projects within the Event Operations team.

The job role will include the following event products:

  • Procurement Leaders Congresses & Forums – supporting the Event Manager on the delivery of these key conferences for between 200 and 700 delegates
  • Procurement Leaders Awards – supporting the Awards Manager on tasks relating to awards entry drive, back-end platform and shortlist management

Delegate management – Working with the Marketing team to develop email communications and invites for private (VIP) sessions / dinners within the wider conference programme.

Print and design – Working with designers and printers to develop various event materials ranging from small portable signage, right up to large scale banners and stage backdrops.

Financials – Recording all spend within remit, working with the EM on spend targets. Raising POs and reporting back to the EM and spend requirements on your projects.

Logistics – Couriers, travel planning, accommodation, hotel negotiations

Venues – F&B / logistics liaison, and BEOs.

Sponsor fulfilment – Meeting all sponsor expectations, delivery of contract & managing expectations. 

Website and digital – Responsibility for ensuring all partner logos are uploaded to each event web page upon contract signing. Updating our event app content for assigned events.

On site – Working with the Event Manager to manage all staff, suppliers and delegates on site, responsible for the customer experience and health & safety.

Internal stakeholders – Working with the appropriate internal stakeholders to ensure the events are delivered to a high standard ensuring all elements are covered. 

Key Attributes, Skills and Experience

Experience

  • Minimum 1-2 years’ experience managing conference or other B2B event logistics
  • Highly organised and able to deal with multiple tasks across multiple projects simultaneously. Great time management is essential.
  • Experience working in a high energy office environment, managing workload in the busiest periods against stress levels and prioritising tasks effectively to meet expectations

Skills

  • Negotiation skills are essential to drive the highest value at the best price from our suppliers.
  • Interpersonal skills, a people person able to manage the expectations of multiple and very different stakeholders.
  • Common sense approach to difficult situations, providing solutions to problems rather than focusing on the negatives.
  • Measured and mature communication skills are essential for this role.
  • Foresight on the hazards and pitfalls of event planning, experience in identifying potential problems and planning for contingencies.

Competencies:

  • IT
    • Excellent Excel, Word, PowerPoint, Outlook knowledge and application
    • SalesForce, Adobe Creative Suite and Awards Management Systems experience would be useful but not essential
    • TypeForm, Survey Monkey, Marketo, Affino and other comms / CRM software would be useful but not essential
  • Accounting
    • Demonstrable basic knowledge of balance sheets, accounts payable, purchase orders and invoicing
  • Health & Safety
    • Working knowledge of H&S law in the UK (international experience would be ideal)
    • Common sense approach to customer and staff safety on site
    • Experience with risk assessments and method statements
    • Some knowledge of insurance and risk mitigation
  • Creativity
    • Innovative ideas on décor, room dressing, AV and stage design
    • Briefing graphic designers to get the best out of printed / digital materials at events
    • Choices on hospitality and catering
  • People person
    • Open minded, energetic and motivated
    • Team player