Purpose of Role
The National Robotarium Events Lead will support the Business in promoting all aspects of Robotics and AI through events within the facility and actively plan and support all events attended by the National Robotarium team at external venues. The role will also lead the representation of The National Robotarium at all Data-Driven Innovation (DDI) related forums that cover cross hub and DDI communications as well as actively contribute to all cross-hub events.
Key Duties & Responsibilities
Events Space Management
1. Responsible for accepting and scheduling all booking requests for the facility’s events spaces.
2. Communicate with event bookers regarding the planning of their event and ensure smooth delivery.
3. Maintain accurate records of all events and utilise events management software to track bookings and communication with event bookers.
4. Collaborate with National Robotarium colleagues to facilitate delivery of events, visits, and tours to the highest standard.
5. Liaise with colleagues within wider University departments, to support all event booking requirements.
6. Develop and maintain relationships with external customers, to secure paid event bookings and support income generation.
7. Support internal financial procedures.
Planning and Organisation of Internal and External Events
8. Plan and organise the successful delivery of on-site events to enhance The National Robotarium’s reputation and engage with key target demographics.
9. Ensure events comply with relevant health and safety procedures, internally and externally
10. Plan and organise National Robotarium attendance at events held at external venues domestically and internationally
11. Coordinate safe movement of personnel and equipment.
12. Liaise with external venue management teams to ensure that all National Robotarium on site requirements are met (space, power supplies, facilities, etc.)
13. Communicate with external customers and event management teams as well as finance representatives in terms of invoicing and or procurement activities.
14. Liaise with appropriate Health and safety management personnel regarding the arrangement of on-site or off-site demonstrations and operations of robotic equipment owned by or operated by The National Robotarium and its personnel.
15. Represent The National Robotarium in the planning, organisation, communication and delivery of university-wide events and engagement activities related to robotics, AI, Computer Science and STEM.
Communications and Marketing
16. Leading / supporting the creation and production of events-related marketing materials, working with the Communications Manager to ensure alignment with the Robotarium’s overall communications strategy and brand guidelines.
17. Contributing to the internal and external promotion of National Robotarium events to a variety of stakeholders via digital channels including web, social media, news, SharePoint, and digital advertising.
18. Maintain and update the events section of The National Robotarium website, ensuring accurate and up-to-date information on upcoming activities and opportunities.
19. Support the Communications Manager with the creation of engaging, high-quality content for The National Robotarium’s quarterly newsletter and social media channels.
20. Develop content for social media channels, including graphics, videos, and written posts, to enhance engagement and showcase key initiatives.
Data-Driven Innovation Forum Representation
21. Represent The National Robotarium at monthly in-person DDI Communications meetings, contributing insights and updates to ensure alignment with broader DDI strategies.
22. Participate in monthly DDI Public Engagement and Events Delivery meetings, supporting the planning and execution of outreach activities.
23. Work closely with the DDI Programme Event & Communications Executive to coordinate event schedules, ensuring alignment across key initiatives and maximising impact.
24. Support general marketing and communications efforts for Data-Driven Innovation (DDI) including content creation, stakeholder engagements, and assisting social media strategy.
Essential & Desirable Criteria
Essential
25. Educated to degree level or equivalent experience
26. Experience of planning, organising, and delivering events or similar activities
27. Experience of liaising with internal and external stakeholders
28. Experience in providing excellent customer service
29. Excellent organisational skills, and ability to coordinate many moving parts
30. Strong attention to detail and ability to deliver to a high standard
31. Strong interpersonal and communication skills, and ability to present information clearly to diverse audiences
32. Ability to build and maintain working relationships and collaborate effectively with colleagues
33. Competent in the use of digital tools (e.g. Microsoft Office, event software, social media, etc.)
34. Ability to work autonomously, using initiative and judgement
35. Proactive, flexible and solutions-focussed in approach
36. Able to remain calm under pressure and respond to last minute changes
37. Willingness to work occasional evenings, weekends, or travel as required
Desirable
38. Experience using event management or booking systems, databases, CRM or similar tools
39. Experience in budget monitoring, invoicing, financial record-keeping
40. Experience of generating event income, or similar sales activity
41. Experience in creating communications, marketing materials, and content
42. Confidence in representing the organisation externally and in public settings
43. Enthusiasm for robotics, AI, STEM engagement, or enthusiasm for public engagement / outreach
If you don’t meet all the criteria but believe your background has given you strong, relevant skills and experience, we would still be very interested in your application. We value potential and the ability to learn, as much as direct experience.