Event Coordinator

3 weeks ago

Twickenham, United Kingdom Haymarket Media Group Full time

We are looking for an Event Coordinator to work on Haymarket’s portfolio of market leading B2B events.

Reporting to the Head of Operations, the Event Co-ordinator plays a vital role in delivering excellent on site experiences for our delegates, sponsors and speakers. You will be responsible for project managing event delivery, ensuring that timelines and budgets are adhered to and that suppliers are properly managed and briefed.

Experience in working on B2B events would be an advantage but you will get all the support and guidance you need to be successful in this role and to develop your career in events at Haymarket.

**Country**

UK

**Office Location**

Twickenham

**Department/Brand**

Live Events

**Advertised Salary**

£28000

**Full Time / Part Time**

Full-time: Hybrid working with the opportunity to work 2 days per week remotely

**Permanent / Fixed Term Contract**

Permanent

**Closing Date**

17/09/2023

**Job Reference**

11966

**Key accountabilities**:
The following list of responsibilities is not necessarily exhaustive, nor definitive, but serves to help you understand the nature of the role.

**Event operations/Logistics management**
- Ensure best delegate experience from pre-event to onsite management
- Produce and maintain a timeline for each event ensuring that the event runs to schedule and deadlines are met
- Source appropriate suppliers for each event, working with the venue around any preferred suppliers and secure the best products and services available at the best price whilst complying with Haymarket’s procurement policies
- Ensure that each event has appropriate staging and branding in accordance with the event size, objectives and sponsor expectations
- Source and identify venues to suit different brand and delivery formats. Negotiate rates to ensure best competitive price point achieved
- Liaise with the venues to ensure that all set up, catering and numbers are as required and in line with the budget spend
- Co-ordinate production of event collateral including the event guide, signage, floor plan, badge templates
- Overall responsibility for onsite management and delivery of the event
- Be the point of contact for event sponsors, exhibitors and speakers regarding their involvement in any event and send them the relevant information
- Undertake health and safety risk assessments to ensure that all H&S documents, public liabilities and insurance are in place for each exhibitor or sponsor where relevant
- Ensure compliance to all sustainability policies and procedures
- Post-event wrap up - overall responsible for collating delegate feedback, final delegate communication and budget reconciliation
- Carry out additional tasks as requested to support the growth of events with HBM

**Financial management**
- Responsible for managing budgets/expenditures with prompt financial reconciliation
- Monitor and control operational costs in line with defined budget profit margin
- Weekly reporting to Head of Ops, HBM Events on event by event basis
- Manage payment schedule and tracker to make sure that suppliers/venues are paid correctly and on time
- Support the sales team with the accurate budgeting of all costs relating to commercial activities
- Raise purchase orders, process invoices and payments in line with payment terms

**Communication**
- Effective working relationships with internal events, editorial and commercial teams and external key suppliers and stakeholders
- Ensure best practice is shared and efficiencies are communicated across the entire events team

**Sustainability**
- Follow company policies, procedures and principles relevant to sustainability at all times
- Keep the sustainable event management system up to date
- Seek to drive continual improvement in live event sustainability performance
- Manage the operational delivery of events and incorporate sustainability initiatives in planning and delivery

**Skills and experience**
- Previous events experience is desirable
- Knowledge and experience of digital platforms and live streaming technologies
- A good communicator, able to build relationships with stakeholders
- Meticulous attention to detail, a creative eye and the ability to manage multiple events simultaneously
- Proactive, enthusiastic approach to meeting event objectives and can-do attitude to work in general
- Excellent planning and time management - ability to work under pressure and prioritise workloads
- Ability to use initiative in challenging circumstances and be solution-orientated

Other benefits include:

- Flexible working hours and hybrid working policy
- Competitive salary
- Comprehensive training and career development programme
- 25 days holiday per year (increasing 1 day per year of service up to 30 days)
- Generous contributory pension scheme
- Season ticket loan on passing probationary period
- Flexible benefits scheme to suit your lifestyle

Sustainability is at the heart of our events, so each team member is expected to adhere to o

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