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Event Delivery Coordinator

3 months ago

London, Greater London, United Kingdom Informa Group Full time
Event Delivery Coordinator (Maternity Cover)
  • Full-time

We're part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

Informa Connect is hiring for an Event Delivery Coordinator to join their Central London team. The role is blended with a combination of working from home and in the office.

Reporting to the Operations Director, the Delivery Coordinator will be an entry-level role, giving you the opportunity to become highly skilled in delivering best-in-class hybrid and physical events across vertical and teams. This will be a varied role giving exposure to all aspects of event delivery so you can see how an event moves through its life cycle from research and planning to delivery and evaluation.

Opportunity to travel to events will be available as part of this role to support the running of the event efficiently and effectively.

Success in this role will be delivering high-quality, cost-effective, and sustainable event experiences to agreed KPIs and achieving ongoing product improvement reflected in customer satisfaction and NPS scores.

Responsibilities

Pre-event coordination (55%)

  • Speaker management – including but not limited to: initial contact letter, gather and communicate hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, cross check agendas across various online platforms, collaborate with production team on changes to agenda
  • Sponsor and Exhibitor management – including but not limited to: maintain accurate sponsor and exhibitor log based on signed contracts, build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth lists, manage collection of sponsor logos, oversee registration of contracted passes via InFront, EV2 or other system
  • Act as main speaker and/or sponsor/exhibitor liaison, answering questions and fulfilling requests
  • Maintain strong customer service with response times set at less than 24 hours
  • Create and send scheduled newsletters, reminders and other communications
  • Build strong relationships with Sales to provide clear guidance on the commercial opportunities at the events, research new opportunities based on venue and location
  • Prepare, proof, organize production and arrange delivery of necessary materials for conference and/or expo onsite documentation
  • Organise signage creation and production for smaller conferences
  • Work with centrally procured vendors to research and order necessary deliverables
  • Help team to ensure all Health & Safety requirements are met
  • Help to embed sustainability into every event in line with Informa's Faster Forward approach
  • Attend event planning meetings, presenting clear and concise updates, identifying and addressing any impacts to the event and proposed resolutions

During the event (20%)

  • Travel to in-person events, up to 7 days for load in, live event and break down
  • Be the main point of contact for speakers and/or sponsors/exhibitors during the event
  • Arrange, set up and manage pre-planned details and requests from speakers and/or sponsors/exhibitors
  • Manage onsite requests from speakers and/or sponsors/exhibitors
  • Complete and comply with onsite Health and Safety procedures

Post-event admin (10%)

  • Distribute presentation material and/or recordings from the event for attendees
  • Check and manage payment for speaker and/or event material invoices
  • Communicate final speaker and/or sponsorship costs with Delivery Manager
  • Fulfil any post-event sponsorship deliverables as necessary

Other (15%)

  • Coordination with the Digital Delivery Team of digital products as required for hybrid events
  • Performance of special projects in collaboration with other teams as requested

Required Experience& Skills

  • Entry level operational experience in the B2B and / or B2C events industry
  • An understanding of how to successfully deliver world class hybrid and live event experiences would be advantageous
  • A strong communicator who can confidently liaise with all levels internally and externally
  • Tech savvy and willing to adopt and embrace new technologies
  • Detail-oriented, excellent written and verbal skills, extremely organized
  • Understanding of how to use data in decision making
  • You are adaptable to change and a fast-paced environment
  • You are ambitious, influential and pay close attention to detail
  • Positive can-do attitude. You relish a challenge and are confident finding solutions to problems

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here's some of what you can expect when you join us. But don't just take our word for it – see what our colleagues have to say

  • Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive and most of us balance time in the office with time working remotely
  • Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks
  • Broader impact: take up to four days per year to volunteer, with charity match funding available too
  • Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it's time for the next step, we encourage and support internal job moves
  • Time out: 25 days annual leave, rising to 27 days after two years, plus a birthday leave day and the chance to work from (almost) anywhere for up to four weeks a year
  • A flexible range of personal benefits to choose from, plus company funded private medical cover
  • A ShareMatch scheme that allows you to become an Informa shareholder with free matching shares
  • Strong wellbeing support through EAP assistance, mental health first aiders, a healthy living subsidy, access to health apps and more
  • Recognition for great work, with global awards and kudos programmes
  • As an international company, the chance to collaborate with teams around the world

We're not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application.

At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information.

See how Informa handles your personal data when you apply for a jobhere .

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