Event Co-ordinator

**The Organisation**:
The Enterprise and Innovation Directorate provides the focal point for activities that maximise the economic and social impact of the University of Sunderland. The Event Coordinator will play a key role in supporting the Commercial Facilities & Events Manager in developing and delivering the Directorate’s commercial portfolio.

An exciting opportunity has arisen within the Enterprise & Innovation’s Commercial Facilities Team to appoint a highly experienced motivated and efficient individual to the role of Event Coordinator. The Event Coordinator will support the Commercial Facilities & Events Manager in delivering a wide range of corporate and commercial events. This will include working with customers to design and scope bespoke events to maximise customer satisfaction, achieve strong revenue and profit as well as repeat business.

The Event Coordinator will oversee the process from the planning stage, right through to running the actual day itself and post-event evaluation. Coordinate with suppliers, handle client queries and client liaison/issue resolution on the day of the event to ensure smooth operational delivery, within budget. Liaise with the Commercial Facilities & Events Manager and the client to negotiate prices and charges when applicable to maximise profitability.

**Main Purpose of Role**:
To provide a high-quality, customer and business focused offering to the conference and events market. To help develop areas of growth and profitable revenue streams from areas of the University as directed by the Commercial Facilities & Events Manager. Oversee all aspects of event planning and management, including internal and external events, with experience of planning exhibitions and large business to business events. To undertake day to day running of the event team activities and finances to ensure income and costs are correctly accounted for. To represent the Commercial Facilities & Events Manager at internal and external meetings and events as required.

**Responsibilities/key duties**
- Liaise with clients to identify the exact event requirements, suggesting opportunities for up selling and maximizing profitability.
- To support effective working relationships with internal and external stakeholders.
- Produce detailed proposals for events, co-ordinating timelines, venues, suppliers, legal obligations in line with University of Sunderland Policy, staffing and budgets.
- Ensure a positive client and delegate experience at all times.
- Liaise with the Commercial Facilities & Events Manager and the client to negotiate prices and charges when applicable to maximise profitability.
- Manage and coordinate all event logistics.
- Oversee all pre-event planning, such as guest speakers and delegate packs.
- Organise facilities for car parking, traffic control, security, first aid, hospitality, room bookings and the IT/media if applicable.
- Coordinate suppliers (both internal and external), handle client queries and client liaison/issue resolution on the day of the event to ensure smooth operational delivery, within budget.
- Ensure insurances, legal, health and safety obligations are followed in line with the University of Sunderland protocol and procedures.
- Ensure the communications of all events are cascaded to the relevant departments within the University of Sunderland.
- Oversee the set up and dismantling of the event venue efficiently.
- Coordinate and produce post event evaluation feedback to inform and improve on for future events. Deal directly with any issues if applicable
- Support the implementation of the event marketing strategy and work with the Marketing service to produce promotional material for the event portfolio to ensure maximum return on investment, improving year on year.
- Develop case studies and media content and manage the event website content in line with University of Sunderland guidelines.
- Support the promotion of events at the University across a range of channels including telephone and various social media streams including an analysis of source promotion.
- Attend networking events to promote the full range of University products and services and ensure follow up to sales leads.
- Provide information for the monthly reporting of key event performance and statistical metrics.
- Conduct research into opportunities for new clients and development of bespoke events.
- Work flexibly to meet event and client requirements.

**Special Circumstances**:
The role holder is required to have a flexible approach to working arrangements and will be expected to coordinate event outside of normal working hours, specifically the ability to travel and attend event locations as and when required.

**Essential and Desirable Criteria**:
**Essential Qualifications and Professional Memberships**:

- Educated to HND level in event management, hotel or catering management, or possess significant relevant professional experience within a similar role.

**Knowledge and