Event Logistics

2 weeks ago


London, United Kingdom Strata Full time

Description

Imagine being part of a fast and exciting brand experience agency whose clients include specialists in new technology, creators of some of the most stunning electric vehicles on the planet, financial institutions, and global leaders in pharmaceutical solutions. As an agency, we elevate these brands and make them heard through immersive and memorable virtual and face 2 face experiences.

As a people-first business, we encourage ambition, support and reward. We’re always listening and open to your ideas, just as we do with our clients.

Our name? It’s Strata, an agency on a mission to be the very best. This means we always want to hear from the very best creative and intelligent souls who genuinely believe that every moment matters.

Job Overview

A dynamic role that would suit someone looking to become a skilled all-rounder or excel in Event Logistics and Delegate Management. An incredible opportunity to join a well-established and fast-growing agency whilst learning from some of the industry’s best.

A dual role that supports both teams (Event Logistics and Delegate Management) with the delivery of outstanding events on behalf of our clients. Assist in maintaining excellent client communications and service levels to ensure quality project management throughout.

You will already have an events background, ideally within an agency, and relish a challenge in a fast-paced agency environment. There will be the opportunity for UK and International travel and educational opportunities to further your knowledge and experience within the industry.

Key Responsibilities

**Delegate Management tasks**:

- Understand the importance of accurate data for event delivery
- Managing and prioritising responses in the event mailbox
- Collating data and building excel reporting templates such as logístical transfer manifests
- Drafting, proofing and editing of delegate communications, including invitations and joining instructions
- Building and testing registration websites, including registration forms
- Supporting with event app builds
- Demonstrate the ability to manage multiple projects, stakeholders and deadlines in a calm and composed manner
- Collaborate effectively with key suppliers
- General support for the Delegate Management team

**Logistics tasks**:

- Provide administration support on projects working with the Event Logistics team
- Support with venue finding for pitches and briefs for events in the UK and internationally and negotiating best rates
- Producing or supporting with client proposals
- Creating event proposals which fit client requirements and presenting proposals by set deadlines
- Researching and coordinating event suppliers, briefing, negotiating and ensuring deadlines and budgets are met
- Attending meetings and creating contact reports
- Maintain financial and project management system
- Monitor Logistics costs against agreed plans and ensure project profitability
- Liaise with clients, team members and stakeholders during the event planning
- Support with the creation of event documentation (onsite schedules, running orders, itineraries etc).
- On-site delivery of the event
- Attending site inspections, networking events, trade shows, educational evens and FAM trips

**Requirements**:
**Essential Experience & Skills**:

- Enthusiastic, self-motivated, patient and well-organised
- Attention to detail and accuracy in documentation
- Strong organisational skills
- A good client service ethic
- Good communication skills (verbal and written)
- Able to work autonomously and as a part of a team
- Pro-active and show initiative
- Ability to work well under pressure
- Ability and flexibility to travel on events, as required
- Be available for work outside of normal business hours when required
- Educated to degree level (ideal but not essential)
- Language skills (useful but not essential)
- Desire to develop professionally and excel in events



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