Delivery Coordinator

6 months ago

London, United Kingdom Informa Connect Full time

**Company Description**
Informa Connect organises major branded annual events and operates specialist digital communities that are key convening places for a particular market. We run around 800 events each year in over 60 countries, create digital platforms based on engaging news and information content, and operate professional development programs for individuals and businesses in Global Finance, Life Sciences, and Pharma and in a number of other specialist markets.

**About Informa**

Informa is a leading business intelligence, academic publishing, knowledge and events group. We help customers in hundreds of professional, commercial and academic communities connect and learn, and create and provide access to content and intelligence so they can work smarter and make better decisions faster.

Reporting into the Senior Delivery Manager, the Delivery Coordinator gives you the opportunity to become highly skilled in delivering best in class hybrid and physical events across the Global Finance vertical. 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 for development within the team and gain experience in more aspects of delivering an event. Included but not limited to sponsor and exhibitor delivery, conference delivery, digital and awards ceremony operations.

Travel to events will be essential as part of this role to support the running of the event in an efficient and effective way.

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

**Responsibilities**

**Pre-event coordination** (55%)
- Accountable for full 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, maintenance of speaker and sessions details across various online platforms, collaborate with production team on changes to agenda
- Management of the speaker budget of an event, paying invoices where needed and booking travel and accommodation.
- Full ownership of the speakers’ journey and experience, answering questions and fulfilling requests.
- Ownership for the digital delivery of allocated events - tasks include liaising with the digital delivery contact for platform build, attendee uploads, permissions, trouble shooting and feedback.
- Develop to supporting on the sponsor and exhibitor management. Tasks would include; maintaining accurate sponsor and exhibitor log based on signed contracts, build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, both physical and hybrid elements of the event.
- Build strong relationships with sales to provide clear guidance on the commercial opportunities at the events, research new opportunities based on venue and location.
- Organise signage creation and production for conferences.
- Progress to leading own small events within the vertical, including awards ceremonies; Organising venues, AV, registration, F&B and Health & Safety and Sustainability.
- Supporting the wider team on all aspects of the event execution.
- Maintain strong customer service with response times set at less than 24 hours.
- Prepare, proof, organise production and arrange delivery of necessary materials for conference and/or expo onsite documentation.
- 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 FasterForward 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 during the event.
- Arrange, set up and manage pre-planned details and requests from speakers.
- Manage onsite requests from speakers.
- Act as the main contact for AV vendor while onsite.
- Oversee onsite conference operations and troubleshoot any issues or changes onsite.
- Oversee onsite sponsor / exhibitor operations and troubleshoot any issues or changes onsite.
- Supporting exhibitors with the lead retrieval device access and management.
- 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 Ops lead and manage event costs in the budget.
- Fulfil any post-event sponsors

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