Meetings and Events Project Co-ordinator
Location: UK: London or Manchester (min 2 days a week office based)
Reporting to: Senior Project Manager
Direct report(s): None
A bit about the role
You will work for one or more of our clients, organising and co‑ordinating the logistics of registration, travel, transfers and accommodation to provide a delegate experience.
This role, which includes national and international travel, will support the Project Manager and designated team in delivery of the delegate management experience, both pre, on‑site and post event.
By being responsible for the delegate experience you will work on a range of meetings and events including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings and KOL meetings.
We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, company pension, life and health insurance and many other benefits.
Delegate and Database Management
* Set‑up and administer event websites, including collation and inputting of delegate details
* Manage invitation and attendee management process including meeting registration, air travel, housing and ground transportation
* Manage attendee communications and associated timelines
* Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the programme
* Produce signage, badges, on‑site manuals and other documentation
* Order currency, uniforms, mobile phones, laptops and other on‑site equipment
* On‑site attendance at events
* Help with selection of venues and production of event proposals
* Mind environmental sustainability in all aspects of the role and incorporate this mindset
Client Liaison and Development
* Set‑up and maintenance of client files from confirmation of event to completion and evaluation
* Manage client communications and associated timelines
* Foster development of client account by managing delegate relationships through operational delivery
Budget Management
* Deliver financial aspects of events following company processes
* Help with identification and documentation of cost avoidance/saving measures
* Comply with company and client invoicing processes
* Help with scope management
* Help prepare budgets and final reconciliations within agreed timelines
What do you need to have
* Within a commutable distance of one of our UK offices
* Either previous event management experience or a degree in event management
* Team motivator and professional team member
* A focus on accuracy, consistency and dedication to customer service
* Intermediate level Excel (can maintain complex spreadsheets) and Microsoft Office Suite
* Enthusiasm in abundance and organised
* Flexibility to travel overseas
About Us
Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences. Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through delivery of live and virtual experiences, film, digital, and immersive content.
Equal Employment Opportunity
As set forth in Inizio's Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.
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