Senior Events Coordinator

2 weeks ago

London, United Kingdom ukactive Full time

**JOB DESCRIPTION**

Job Title:
Senior Events Coordinator

Department:
Events

Reporting To:
Head of Events and Marketing

**Location**:
Hybrid, Central London Office

**Salary**:
25k

Contract Type:
Maternity Cover - 12 months

ukactive is the membership organisation representing the fitness, leisure, and wider physical activity sector. It exists to provide expert support to its members on issues of reputational concern, to promote growth and champion the sector through campaigns, to provide business intelligence on sector trends, and to lobby Government to improve members’ operating landscape, ensuring the impact the sector can have on major societal issues is acknowledged and maximised.

ukactive has three primary roles: to campaign for an active nation, to facilitate big impact partnerships and to provide world class services to our members and partners. Events form the backbone of our most valued ukactive services. Varying in size from 1,200 delegates to highly strategic gatherings of ten individuals, events are our critical “moments of truth” in which ukactive is in the spotlight, in front of its 4,000 members and partners. Events are also a commercially critical component of ukactive’s activity. They seek to help inspire and develop the attending delegates, whilst connecting them to the ideas and people who are vital to the future development of their organisations. Events serve to elevate the ukactive brand and provide essential moments for ukactive to engage with its members and partners, developing relationships as a result.

**General Duties**

The Senior Events Coordinator will work in a busy department and closely work alongside the Head of Events and Marketing & relevant departments specialising in the operational and creative delivery of the events and marketing the programmes. The Senior Events Coordinator will deliver key events within the events department, including delivering the Active Leaders programme within ukactive’s Learning & Development function.

**Specific Responsibilities**

**Events**
- As part of the ukactive Events team, manage assigned events from proposal right through to event delivery:

- Deliver on all of ukactive’s portfolio of events, such as: Sweat, Active Uprising, ukactive Awards, and SPG events - implementing the critical path, ensuring deadlines are met and relevant areas are delegated across the events team and across departments. Leading on specific areas as identified by the Event Project Manager.
- Carry out speaker research relevant to event theme, liaise with speakers and ensure their journey throughout the event is enjoyable and a great experience.
- Liaise with and ensure speakers/hosts have all the information they require before and during the event, including their transport arrangements, schedules and all other relevant information.
- Carry out venue research and site visits
- Monitor event budgets and ensure all targets are met
- Liaise with the Membership Experience Team to support their targets of event sponsorship and ticketing targets
- Liaise with event sponsors once confirmed as event partners to ensure their sponsorship contract is delivered
- Work closely with the marketing team to deliver marketing for all ukactive events
- Liaise with suppliers including event venues, catering, Production, third party assessors (Proin sight) and AV
- Ensure delegates book onto events, coordinating queries and delegate communication
- Produce event project plans, event running orders and thorough risk assessments. As well as any other specific operational documentation required.
- Co-ordinate all staff at events, ensuring staff rotas and briefing documents are created, accommodation (if necessary) is booked, and briefing meetings are delivered; alongside supporting the staff throughout the day - ensuring they deliver to expectations and managing the duty of care.
- Support the Events department with administrative tasks as and when required
- Responsible for proactively working cross departmentally to brief teams about relevant events and ensure they are attended by current members and new audiences.
- Proactively work with all teams to ensure all relevant info required to deliver successful events and all other teams are equipped with info and collateral to deliver what is required for a successful event
- Responsible for coordinating multiple projects at the same time. Working closely with the Head of Events and Marketing to deliver all projects within the Events Portfolio.
- Working with online systems including, Salesforce to track, manage and coordinate the planning and delivery of events.
- Editing and collating information to input onto the events App for each event, including speaker headshots and bios, sponsor logos, and the event agenda.
- Work alongside the Marketing Team to deliver marketing, branding and collateral for all ukactive events, to align with the ukactive brand and agreed timelines
- Ensure all marketing materials/collate

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