Who We Are
Exponential Science Foundation (www.exp.science) is a pioneering non‑profit founded by Prof. Paolo Tasca and Prof. Nikhil Vadgama. We harness blockchain, AI, quantum and other exponential technologies to convert cutting‑edge scientific breakthroughs into secure, inclusive, real‑world solutions.
Role Overview
The Event Manager will take full ownership of the planning, execution, and post-event review of events for Exponential Science (ES) within the Web3/DLT/Blockchain ecosystem (and allied deep tech). They will bring outstanding organisational skills, strong event-marketing experience, speakers and attendees management, robust budget control and team leadership. They should thrive under pressure, be proactive, and deliver high-impact events in fast-moving, technically
sophisticated contexts.
Key Responsibilities
1.End-to-End Event Management
* Own all aspects of event logistics and communication (venue selection, event promotion,speakers, attendees, travel/accommodation, on-site production / AV, partners, contracts, post-event wrap-up).
* Plan and execute events from conception (theme, format, target audience) through delivery and evaluation - including temporary resources needs (photo/videos, sound, AV, freelancers/interns, etc.) - with full accountability for the outcome.
* Manage events planning timelines, milestones, vendor/partner coordination, onsite staff, contingency planning and risk mitigation.
* Thorough clarity in keeping all events-related details updated at all times towards the rest of the team.
2.Event Marketing & Engagement
* Develop and execute event marketing strategy: target audience identification, communication plan, speaker/promoter outreach, attendee acquisition, partner/sponsor engagement.
* Project manage the creation + delivery of event-specific collateral and comms (web pages, landing pages, email campaigns, social assets, signage) with content, social and design teams.
* Drive registration targets, engagement metrics and attendee satisfaction; analyse event performance and propose improvements.
3.Leadership & Cross-Team Collaboration
* Lead and draw in resources when needed; pull them onboard, motivate, align deliverables and ensure all teams are engaged.
* Act as the central point of accountability for each event - from initial planning through to final delivery and post-event debrief.
* Liaise with senior stakeholders (partners, sponsors, board, research leads) to ensure alignment with ES’s mission and brand; provide updates, risk-reports, budget status.
4.Budget & Financial Ownership
* Own the event budget: set budget, monitor spend, track P&L, manage cost control, negotiate vendor contracts.
* Implement cost-effective strategies while maintaining high quality/premium event standards.
* Ensure post-event reconciliation, lessons-learned, vendor payments and financial close-out.
5.Proactivity, Reliability & Attention to Detail
* Show exceptional attention to detail: ensure every facet of event execution (logistics, speakers, attendees, AV, catering, signage, timing) is professionally managed.
* Be flexible under pressure, able to respond to last-minute changes and crises with calm, effective action.
* Continuously look for opportunities to create new events + enhance experiences, improve efficiencies.
Required Skills & Experience
* Proven track record (minimum 3–5 years) in organising and marketing events — ideally within Web3/DLT/blockchain/technology conferences or similar high-tech/innovation events.
* Strong leadership and team-management skills; ability to mobilise colleagues and vendor partners around event goals and timelines.
* Outstanding organisational and project-management skills; thrives under stress, deadlines and changing conditions.
* Budget management and vendor negotiation experience.
* Excellent communication skills in English (written and spoken). Must be able to confidently engage with senior stakeholders, sponsors, partners, speakers.
* Proactive, flexible, self-motivated, able to take full ownership of an event and deliver from start to finish.
Nice-to-Have
* Experience with Web3 / blockchain / distributed ledger technology conferences, hackathons, innovation/academic conferences (which is directly aligned with ES’s ecosystem).
* Knowledge of digital event platforms (hybrid/virtual/hub), live streaming, interactive formats.
* Familiarity with marketing automation, event tech integrations (CRM, registration tools, analytics) and ability to work with digital teams to enhance the event ecosystem.