Event Coordinator

2 weeks ago

Croydon, United Kingdom Emap Full time

**Business**: emap
- **Brands**: Motor Trader, DFNI, Independent Retail News, Irish Medical Times
- **Base Location**: Croydon/Hybrid ( 3 days from home, 2 days in the office)
- **Employment Type**: Full time, Permanent
- **Salary**: £22,000 - £25,000 DOE + 10% Bonus

**About the company and the brand**:
A business-to-business media company with a focused portfolio of market-leading events and brands. Across the company, we create products our customers value to help drive their success, which in turn drives our own growth. Our product focus is around paid for subscriptions, conferences, awards, digital insight, and bespoke marketing solutions.

emap’s Amber division in East Croydon consists of 13 exciting B2B brands and 18 events annually including the UK and Irish Quality Food Awards, Frontier Awards and Environmental Packaging Summit to name just a few. The events portfolio is made up of conferences, awards, summits, and roundtables taking place in both the UK and Internationally, both in a physical and virtual capacity.

**Overall Purpose of the Role**:
The Event Coordinator will work in tandem with the Event Managers on some of the larger projects in the Amber Events portfolio. Their role will require them to act as an event support and take responsibility of areas including, but not limited to liaising with key stakeholders - speakers, judges, sponsors, attendees, partners, VIPs - being involved in periodic meetings, assisting with notetaking, chairing and agenda building. Managing databases, working with suppliers, reporting on entries/revenue and assisting in event project delivery.

**Key responsibilities**:

- **Event delivery** - Taking full/partial responsibility of a series of events from conception to delivery - both physical, virtual or hybrid events, as required.
- **Timeline delivery** - working with the event lead to ensure all deadlines are communicated and achieved throughout the event project planning process to ensure key dates and targets are met.
- **Meetings** - creating agendas, taking notes and communicating action points. Chairing periodical event meetings in the absence of the event lead.
- **Bookings and guest list management** and liaison
- **Judging days** - Managing and assisting with judging days, collating requirements, access, attendance, dietary requirements. Ensuring all judges are set up and active on our judging portal.
- **Judges and VIPs** - Inviting and maintaining regular communication with judges and VIPs, communicating details, deadlines and event information.
- **Build and maintain** **relationships** with key stakeholders and suppliers.
- **Speaker management** - Communication with speakers’ pre-event and management on-site, collating presentations, headshots and bios and coordinating AV requirements.
- **Database management** - Attendee lists, requirements, accessibility, judges, dietaries, speakers and sponsors
- **Event documentation** - Prepare all documentation for your allocated events such as judging packs, briefs, guides and trackers. Proof all collateral and copy on digital and print assets.
- **Monitor and update budgets** - Reporting weekly revenue and cost updates to Line Manager, recording weekly entries and shortlist conversion rates, ensuring costs do not exceed budget.
- **Event production** - Working with AV providers to create full-scale event production, collating content from shortlist, winners, and sponsors to create awards presentations etc.
- **Sponsor and Exhibitor liaison** - Regular communication with sponsors/exhibitors, ensuring all contracted deliverables are achieved.
- **Managing suppliers and entertainment** - Obtaining competitive quotes ordering event items and entertainment, such as trophies; photobooths, cabaret acts etc. Maintaining relationships with key suppliers and negotiating costs/opportunities for cost saving.
- **Produce Risk Assessments** and collate Health & Safety documentation from all third-party suppliers.
- **Event branding**- Working with the Marketing and Editorial teams to deliver on brand digital and print collateral including proofing and testing event websites
- **Event delivery** - attend in person/hybrid events and act as an operational second, ensuring the running order, suppliers, vendors and operations team deliver tasks in a timely manner

**Skills and Experience**:

- Relevant demonstrable experience of working in a similar events role, preferably in a B2B publishing environment.
- Excellent organisation skills with exceptional attention to detail and administrative skills
- An excellent communicator, confident in liaising with individuals from all professional backgrounds
- Ability to work under pressure in a fast-paced environment.
- Ability to manage multiple tasks and projects simultaneously.
- Proficient in Microsoft Office; especially excel

**Core competencies**:

- Good written and verbal communication.
- Ability to work under pressure while maintaining high standards and tight dead

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