A varied and dynamic opportunity has arisen to join a well-established not-for-profit organisation within their busy Events team. This position is a replacement role and will involve providing comprehensive support across all functions of the Conferences & Events department. Responsibilities will cover logistical and administrative tasks, exhibition coordination, creative input, marketing activities, as well as support for research projects and ad hoc initiatives, under the guidance of the Conferences & Events Manager.
About the Role
You will have to work effectively as part of a high-performing team as well as comfortably on your own initiative managing a conferences, events and exhibitions as well as delivering virtual events which may take place outside of normal office hours.
Responsibilities
Exhibition logistics
* Liaison with exhibitors taking stand space at their events, ensuring bookings are processed in a timely manner and that all necessary arrangements made for their attendance.
* Ensure that risk assessments are carried out and that health and safety requirements are fully met.
* Acting as a representative of the organisation, alongside colleagues, on their exhibition stands at third party events.
* Provision of technical support for presentations being shown on our exhibition stands.
Event planning
* Design online adverts and the registration portal for conferences and events.
* Monitor conference registrations submitted online and ensure that delegates receive the necessary pre-event information.
* Management of RSVP lists for by-invitation events and rooming lists for residential conference.
* Produce delegate packs.
* Pack materials for events and arrange transport.
Speaker liaison
* Issue invites and log responses.
* Manage pre and post event communications, including sending speaker packs, evaluation forms and thank you letters.
* Ensure presentations are loaded onto website post-event.
Event management
* Attend events, hosting, registration and liaison with suppliers where applicable.
* Ensure that risk assessments are carried out and that health and safety requirements are fully met.
* Undertake post-event reviews and collate feedback.
* Actively participate in event debriefs and use feedback constructively to improve procedures.
* Book services, utilities and equipment as required for the organisation’s attendance at third-party events and exhibitions.
Qualifications
Ideally educated to degree level
Required Skills
Experience of exhibition logistics and conference management is essential
Ideally with a not-for-profit background but will also consider an exhibition organiser background