Events Coordinator

3 weeks ago

London, United Kingdom Society of Maritime Industries Full time

Working in conjunction with the SMI Directors and Chief Executive this role will be the backbone of SMI’s event programme. As experience is gained with these particular events it is envisaged the person would use their own initiative more and rely less on the Directors.

Presence at international events will not be required apart unless circumstances dictate that extra support would be valuable. The role is broad and but covers the administration of events and their budgets in the UK and overseas.

**Role to include**:

- Responsible for the operational execution of UK Pavilions/Groups and SMI events in close cooperation with SMI Directors and CEO.
- Prepares the budget. This will mean:

- Sources and appoints venues and stand builders - if not with the show organiser
- Agree stand package (including overall design and stand all stand furniture/supplies entitlement)
- Agree space allocation within event floor plan with the organiser
- Estimating all costs/income

**Liaising regularly with the finance coordinator on invoices for bookings and our payments to organisers.**
- Working in collaboration as needed with the Department for International
- Prepare the ‘UK Pavilion Information’ sales document and appropriate booking mechanisms
- Communicate supporting conference, online or in person networking programmes, and supporting services/events, event updates from organisers
- Allocate exhibitors to Pavilion positions
- Acknowledge all confirmed exhibitors and co-exhibitors and provide introductions
- Responsible for sending registration forms for invoicing
- Payments to stand builders/organisers
- Follow up and review of exhibitor’s feedback
- From the SMI Directors event brief, create the marketing collateral and schedule for web, newsletter and social media promotion
- Pick up the “conversation” with confirmed exhibitors on allocation

**Work with confirmed exhibitors and show organiser to supply**:

- Username/passwords to exhibition web services:

- Showguide entries
- Exhibitor Passes
- Additional furniture or stand Extra items like TVs etc
- Provide graphics specifications, collate materials and forward to stand contractors
- Forward any other enquiries, accommodation/travel/networking programmes etc. to SMI Director

**Work with SMI Director on SMI presence at the event including**:

- Hotel booking
- Graphics
- Showguide
- Exhibitor Passes
- Share progress at relevant stages with SMI Director
- Post event marketing follow up (images, videos, news releases)

**About you**:

- Effective team player
- Strong communicator
- Excellent organisational skills
- Efficient at liaising and co-ordinating information
- Able to build and develop lasting relationships with stakeholders
- Attention to detail

**This is a non-exhaustive list of potential events that SMI is involved with.**

**SMI Annual Events**
- Member lunch (October)
- Annual Conference (Spring), in support of external marketing agency
- Annual Dinner (Autumn), in support of external marketing agency
- Defence attachés lunch
- We also look for opportunities to support member and industry supplier engagement days and overseas trade missions.
- Exhibition presence

**UK**
- Seawork, Southampton, (annual event) June
- DSEI, ExCel, London, September, every 2 years
- Ocean Business, Southampton (every 2 years)
- Oceanology International, London ExCel (every 2 years)

**Commercial Maritime Sector (every 2 years)**
- SMM Hamburg
- Posidonia, Athens
- Nor Shipping, Oslo, Norway
- Marintec, Shanghai
- Kormarine, Busan, South Korea
- Sea Asia, Singapore
- APM, Singapore
- Inmex Vietnam, Ho Chi Minh
- Europort, Rotterdam
- Sea Japan, Tokyo

**Defence & Security Sector (every 2 years)**
- IndoPacific, Sydney, Australia
- Euronaval, Paris
- IMDEX Asia, Singapore
- Exponaval, Chile
- DIMDEX, Qatar

**Cross SMI support role**

The role will also support the CEO & Directors as needed in the following areas:

- Board Director and SMI Council election process: an annual process of nomination forms and voting submissions.
- SMI Member Directory - data collection and liaison with the contract publisher
- Ad hoc support role where extra resource is needed for the SMI executive team.

**Job Types**: Full-time, Permanent

**Salary**: £28,000.00-£30,000.00 per year

Schedule:

- Day shift
- Monday to Friday

Ability to commute/relocate:

- LONDON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Event Management: 3 years (preferred)

Work Location: One location

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