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Event Coordinator

2 months ago

Maidstone, Kent, United Kingdom Interpersonnel Uk Limited Full time
Position Overview

Event Coordinator

Location: Maidstone

Salary: Competitive, based on experience

Reporting to: Director of Events/Manager of Events

Our esteemed client, a prominent organization in the publishing sector, is in search of an Event Coordinator to oversee the planning and execution of various events and exhibitions, with guidance from the Director of Events/Manager of Events. This dynamic and engaging role offers the chance to participate in a diverse range of events, with potential opportunities for travel across Europe. The selected candidate will join a close-knit team of four and should be willing to travel to Bookham (near Leatherhead) once or twice weekly. Regular travel to London and Birmingham for event support will also be required.

Primary Responsibilities

Collaborate with relevant team members to finalize all logistical requirements for events at the outset of the planning process.

Compile and distribute all entries to the appropriate stakeholders.

Execute all agreed-upon logistical plans, working in tandem with necessary personnel.

Attend all essential event days, ensuring coverage of responsibilities and managing team members as needed.

Communicate with finalists to verify their information and collect images.

Draft event scripts and obtain final approval from relevant parties.

Coordinate venue arrangements for all events.

Facilitate host communications as necessary.

Engage with all companies participating and booking tickets for the awards, ensuring efficient handling of inquiries and timely correspondence.

Oversee the guest list management system (if applicable), ensuring regular follow-ups with table hosts to achieve a comprehensive guest list.

Ensure all event materials are transported to the venue on the event day and set up appropriately.

Send reminders to attendees regarding dietary preferences through regular communications.

In collaboration with relevant personnel, establish seating arrangements for events (if applicable).

Ensure accurate allocation of sponsors, finalists, and attendees.

Coordinate with photographers as needed.

Prepare the initial draft of the event script (if applicable), including details of sponsors, finalists, winners, and award presenters, and secure approval from relevant personnel.

Send trophy designs to the designated trophy supplier, obtain proofs, and arrange timely delivery for the awards. If applicable, ensure dispatch on the day of the virtual event.

Guarantee that all guests receive their tickets, confirmations, and event details promptly.

Assist with the setup and dismantling of all events.

Ensure all materials are prepared, collected, and delivered punctually.

Handle general inquiries, ensuring all messages are conveyed clearly and accurately.

Manage supplier relations as assigned.

Provide support during the absence of other team members.

Handle mail on designated days.

Required Skills and Experience

Proficient typing skills and familiarity with various computer systems, including Word and Excel.

Confident and professional telephone communication skills.

Strong organizational abilities; organization is essential.

Experience in event management.

Effective communication skills across all channels, including phone and email.

Interpersonnel Recruitment operates as an Employment Agency for this role. By engaging with this opportunity, you consent to the handling and processing of your data in accordance with GDPR regulations for the purpose of your employment search. We appreciate the high volume of applications for our roles and may not be able to respond to every applicant unless shortlisted. If you have not been contacted within four weeks, please consider that you have not been shortlisted for this position. Interpersonnel is an equal opportunity employer. All current job openings are available on our website.