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Events Coordinator

3 months ago

London Area, United Kingdom Civo Full time

Events Coordinator - Civo Navigate


About Civo:

Civo is revolutionising the cloud industry by providing developers and businesses with cutting-edge, developer-friendly cloud solutions. With a focus on simplicity, performance, and reliability, Civo enables its clients to unleash the full potential of their projects and scale with ease. As a company committed to excellence and innovation, Civo values diversity, collaboration, and continuous improvement.


Job Overview:

The Events Coordinator is responsible for helping to plan, organise and execute various global events, ranging from our 600+ Civo Navigate conferences to our local London venue meetups for up to 120 attendees. This role involves coordinating with attendees, sponsors, vendors, community members and internal teams to ensure successful event delivery while managing budgets, timelines, and logistics. This role will enable you to travel globally, with past events being held in Austin, Tampa, London and coming up are events in Berlin and San Francisco.


Event Planning: This involves understanding the objectives and goals of the conference, determining the target audience, and developing a comprehensive plan to meet these objectives. This includes selecting appropriate venues, negotiating contracts with vendors, arranging accommodations, travel, expenses and managing budgets.


Venue Selection and Management: Research, negotiate, and secure suitable venues for events based on client specifications and budget constraints. Coordinate with venue staff to ensure all logistics, such as seating arrangements, catering, and technical requirements, are addressed.


Vendor Management: Identify and engage with vendors such as caterers, decorators, audio-visual technicians, and entertainers. Negotiate contracts, manage vendor relationships, and ensure services are delivered as per the agreed-upon terms.


Budget Management: Create and manage event budgets, tracking expenses and ensuring adherence to financial targets. Seek cost-effective solutions without compromising the quality of the event experience.


Speaker Management: Identifying and securing keynote speakers, panellists, and workshop presenters who are experts in the field of technology. Coordinating with them regarding travel arrangements, accommodations, presentation materials, and any other requirements.


Marketing and Promotion: Collaborating with marketing teams to develop promotional strategies to attract attendees, sponsors, and exhibitors.


Registration and Logistics: Helping to manage the registration process for attendees, exhibitors, and speakers. Managing logistics such as transportation, audiovisual equipment, catering, and onsite staffing to ensure everything runs smoothly during the event.


Sponsorship Management: Helping identify potential sponsors and exhibitors for the conference and developing sponsorship packages to meet their marketing objectives. Maintaining relationships with sponsors and ensuring they receive the benefits promised in their sponsorship agreements.


Communications: Helping to manage all of the communications which are sent to sponsors, attendees and speakers - both pre-event and post event.


Onsite Management: Overseeing all aspects of the event onsite, including registration, session scheduling, speaker support, exhibitor setup, and attendee assistance. Addressing any issues or concerns that arise during the conference to ensure a positive experience for all participants.


Post-Event Evaluation: Collecting feedback from attendees, speakers, sponsors, and exhibitors to evaluate the success of the conference and identify areas for improvement. Analysing attendance metrics, revenue generated, and overall satisfaction to inform future event planning efforts.


Overall, being an events coordinator for our conferences and events requires strong organisational skills, attention to detail, excellent communication abilities, and the ability to thrive in a fast-paced and dynamic environment.


Skills and Qualifications:

  • Proven experience in event coordination or management, demonstrating strong organisational and multitasking abilities.
  • Excellent communication and interpersonal skills, with the ability to liaise effectively with attendees, sponsors, community members, vendors, and team members.
  • Detail-oriented mindset with a focus on delivering high-quality experiences within budget and deadline constraints.
  • Proficiency in event management software and tools for budgeting, scheduling, and guest registration (e.g., Eventbrite, Cvent, Asana, Monday).
  • Creative problem-solving skills and the ability to remain calm and composed under pressure.
  • Flexibility to work evenings, weekends, and holidays as required by event schedules.
  • Flexibility to travel outside of the UK to research venues and manage the events.
  • Knowledge of current trends and best practices in event planning and execution.


Working Conditions:

The Events Coordinator role sometimes involves working irregular hours, including evenings and occasional weekends, to accommodate event schedules. Depending on the event, the job may require travel to various venues and locations both within and outside of the UK. The position typically operates in both office environments and on-site at event locations, with the need to adapt to different settings and circumstances. The role will also be working with attendees, sponsors and staff in different locations across the world.


Why Join Civo:

  • Competitive compensation and benefits package.
  • 4-day week company (unless attending an event).
  • Uncapped holiday.
  • Remote work environment with flexibility and autonomy.
  • Collaborative and inclusive culture that values diversity and creativity.
  • Opportunity to work with a dynamic and innovative team in the fast-growing cloud industry.


Please note that as part of the recruitment process a criminal records check will be carried out by an authorised third party.


Strictly No Recruitment Agencies; any submission of resumes without prior request / engagement from Civo will not be deemed as an introduction and therefore will not warrant an introduction fee.