We are looking for an Event Coordinator to join our Leatherhead team. The Event Coordinator will coordinate arrangements for group meetings, conferences, and events, either independently or by working closely with wider team members.
Responsibilities
* Act as a liaison between suppliers and internal teams to organise meetings, events, training sessions, conferences, and exhibition hospitality suites.
* Research, evaluate, negotiate with, and manage relationships with preferred suppliers.
* Prepare proposals, cost estimates, and budgets; track spend and produce regular reporting for individual events and overall programme activity.
* Manage event schedules, materials, and services across multiple projects for ongoing clients.
* Coordinate registration and payment processes, promotional activity, invitations, and sponsorship elements.
* Work with clients to plan event details, including attendee numbers, accommodation, venue requirements, catering, and payment arrangements.
* Liaise with venues, accommodation providers, and event partners to secure and manage room blocks, registration, and event spaces, including catering and AV requirements.
* Plan event scope, including timings, locations, and budgets.
* Communicate event plans, updates, and key deadlines to clients and internal stakeholders.
* Provide regular updates on attendee numbers and accommodation status.
* Manage changes to client requirements and adjust plans accordingly.
* Coordinate attendee communications, including email updates and event information documents.
* Support on‑site event delivery, including registration, accommodation, and attendee management.
* Manage event payment processes, including coordination with venues and clients for invoicing and billing.
* Travel to event locations as required.
* Act as a key point of contact between venues and event stakeholders.
* Conduct site visits to ensure spaces meet event requirements.
* Support event promotion, resolve issues on‑site, and ensure a positive attendee experience.
* Maintain accurate and timely financial and event records.
* Review and reconcile event costs and approve payments.
Requirements & Skills
* Bachelor’s degree (or equivalent) and at least 2 years’ experience in event coordination, project delivery, or similar role; or an equivalent combination of education and experience.
* A passion for working with people and delivering excellent client service.
* Experience within event marketing, events, or a creative/agency environment.
* Comfortable working in a fast‑paced, collaborative, and sometimes ambiguous environment.
* Flexible, proactive, and solutions‑focused mindset.
* Strong team player with the ability to collaborate effectively.
* Excellent communication skills, both written and verbal, including preparing proposals, presentations, and client documentation.
* Ability to build strong relationships with clients and stakeholders.
* Strong commercial awareness and organisational skills.
* Ability to manage multiple projects under tight deadlines.
* High attention to detail with strong follow‑up skills.
* Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
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