Events Coordinator

Friday Media Group Ltd
London (Central)
09 Mar 2018
18 Mar 2018
Contract Type
Full Time

Job Title: Event Coordinator

Reporting to: Head of Events

The Company are a financial services media company that works across a range of products and services. Their main focus is the events part of the business which includes conferences all around the world. They run approximately 32 events per year, ranging from morning roundtables to three day long residential summits. They have a modern office in Old Street and the company has a family feel being only 26 people.

Overview of the Role:
The Event Coordinator will be working closely with the other members of the team to ensure the professional and efficient organisation of all event logistics.

The main responsibilities for this role will include:
• professional and timely delivery of selected events. These may include roundtables, conferences and awards dinners, most of which will take place overseas.
• excellent cost management resulting in the events being delivered on time and within budget
• identifying and negotiating suitable venues to ensure the best possible space, rates and contract terms and conditions are secured
• strong customer focus through the development of excellent client relationships with speakers, sponsors and delegates
• supervision of event suppliers during the planning and execution of events
• production of onsite event branding including signage, printed collaterals, give-aways, badges and website information

Key Tasks & Responsibilities
Sponsor/Speaker/Delegate administration:
• Liaise with the editorial team on speaker information and programme
• Send out sponsor packs detailing administrative guidelines & deadlines; liaise with sponsors for the timely submission of their presentations, audio-visual & biographical details. Procure sponsor company information (i.e. corporate logos, company profiles, exhibition requirements & guest passes)
• Arrange travel & accommodation for sponsors and delegates, as appropriate
• Liaise with sales team for sponsor contracts & contacts
• Maintain good relations with sponsors via telephone and email
• Assist marketing with requests for sponsor invitation lists
• Liaise with sponsors on-site at events
• Interaction with delegates at events, ensuring everyone is taken care of

Venue logistics:
• Identify and negotiate suitable venues ensuring the best possible rates and contract terms and conditions are secured
• Conduct venue site visits to check meeting space logistics where possible
• Compile venue banquet event orders, confirming food & beverage requirements, room set-up details, final catering numbers, set-up & break-down times, technical requirements, security, access & delivery logistic

•Organise the set-up and break-down of events

Event branding:

• Collate & organise the information that will be shown in the printed programme for the event
• Liaising with the AV/production team to produce signage, badge data and stage set

Online administration:
• Ensure marketing is kept updated with appropriate sponsor information (i.e. company logos, profiles, URL links,
speaker profiles) as required for event website
• Arrange for photos from the event to be given to the editorial team

Award ceremonies:
• Liaising with the editorial and marketing teams for shortlist and winners
• Identify and book any entertainment and speakers that may be required
• Coordinate the production of awards trophies
• Table planning

Post-event follow-up:
• Data input of attendee evaluation forms to eventually create individual word documents for each sponsor

Budget management:
• Manage event costs carefully, exploring any opportunities for cost savings
• Reconcile event budget sheets and supplier invoices promptly and accurately

Key Competencies:
• Excellent time management skills
• Highly numerate with strong budget management
• Excellent negotiating skills
• Highly motivated and able to work well autonomously or as part of a team
• Skills to develop strong supplier relationships
• Ability to thrive in a pressurised work environment and remain calm under pressure
• Highly presentable with excellent interpersonal and communication skills
• Good knowledge of MS Excel, Word, PowerPoint, Outlook & Adobe.

Experience Required:
The ideal candidate will have proven 2+ years’ experience in managing logistics for successful events.

What do we offer:

• Competitive salary of £25k/£26k plus potential OTE
• Opportunities to travel
• Life assurance
• Pension contribution up to 5%
• 25 days holiday per annum + 1 extra day for every year after 3.
• Access to season ticket loan
• Cycle to work scheme
• Employee Benefits Platform

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