Event Planning

• Support in planning our own shows, contracted events and internal conferences in line with budget, specification and timeframe.
• Track allocated budget costs and expenses in line with the overall P&L as briefed by the event’s lead.
• Assist in designing floor plans for all events as directed by the event’s lead.
• Research and book venues, hotels and relevant services such as cleaning, security and catering.
• Create, update and share with the relevant stakeholders event plans, including event schedules, resource plans, staff briefs and printing breakdowns.
• Develop and check rooming lists, furniture allocations, hardware and software requests and registration requirements.
• Be the point of contact for contractors and volunteers to confirm attendance and share event details.
• Liaise with suppliers and contractors to negotiate and secure rates for event services and equipment.
• Support with the creation of all relevant Health & Safety documentation for each event.
• Provide creative feedback and ideas, internally or when working with partners, on creating new or updating existing event content.

Event Delivery

• Lead and support delivery of our own shows, contracted events and internal conferences.
• Ensure smooth delivery of events according to brief and within specific timelines.
• Coordinate the build and break of areas of events as briefed by the event’s lead.
• Be the main point of contact on site for areas of responsibility as allocated by the event’s lead while liaising with the relevant stakeholders.
• Assist all team members by acting as support roles as required on event sites.
• Champion best practice and the importance of Health & Safety and financial accuracy at all times.
• Take ownership of other duties as allocated by the Event Project Manager and the Senior Team.

Administration

• Order office and event supplies as briefed by the Event Project Manager and events’ leads.
• Book travel, accommodation and catering for staff and external stakeholders as required for events.
• Contribute to volunteer and contractor databases under GDPR guidelines.
• Collate information and create cost comparisons for analysis of various event elements.
• Review KPIs to ensure continuous progress and improvement for performance management.
• Attend meetings and keep minutes as instructed by the events’ leads, in order to track progress against budget, quality and deadlines.
• Assist in carrying out post event feedback and evaluation.
• Provide administrative support for the team.
• Support the Event Operations Team in preparation of all events.

This list is not exhaustive and there may be other activities you are required to deliver.

You will often be asked to work evenings and long weekends, especially in the lead up to and during big events, good personal time management is essential.