Association Events Manager

4 weeks ago

Harrogate, United Kingdom Yorkshire Agricultural Society Full time

This role is on a 12 month fixed term basis to cover maternity leave.


Purpose of the Role

Coordinate and deliver the events on behalf of the Associations for which the Society acts as Managing Agent. Working with Association Committees, Management Boards and other organisations to provide the best possible events. The primary focus of this role is coordination of Conferences, Road Trips, Training Days and other similar activities for the Associations. However, the team promote our values of Professional, Respectful, Open-minded, United and Dedicated, therefore it is essential to support the work of the Association's and Society's Charitable activities in spirit and, where necessary, hands-on.

 

Responsibilities


General

Member Relations

Database Management

Committee Meetings

 

Events

Consultation:

      Meet with Association Committees to understand their event objectives, preferences, and requirements.

      Gather information on budget constraints, timelines, and any specific preferences or themes.

Event Conceptualisation:

      Develop creative and innovative event concepts that align with the Association's vision.

      Propose themes and overall event design to meet expectations.

Logistical Planning:

      Identify and secure suitable event venues based on Association needs.

      Coordinate transportation, catering, audiovisual requirements, and other logistical aspects.

      Negotiate contracts with vendors to ensure cost-effective and high-quality services.

Budget Management:

      Develop detailed event budgets based on Association requirements.

      Monitor expenses, track budget allocations, and provide regular updates.

      Make adjustments as needed to stay within budget constraints.

Timeline Development:

      Create detailed event timelines outlining pre-event, on-site, and post-event activities.

      Coordinate with vendors, suppliers, and stakeholders to ensure timely execution of tasks.

Identifying and Securing Sponsors:

      Initiate outreach and engage in targeted communication to introduce sponsorship opportunities and gauge interest.

      Clearly communicate the benefits and value proposition of each sponsorship level, where appropriate, tailoring packages to showcase how sponsors can achieve their marketing and branding objectives through the event.

      Build and maintain strong relationships with sponsors throughout the entire sponsorship lifecycle.

      Provide excellent customer service, serving as a main point of contact for sponsors and addressing any inquiries or concerns promptly.

Vendor Coordination:

      Liaise with and manage relationships with various vendors and suppliers.

      Negotiate contracts, review proposals, and ensure all agreements are adhered to.

Event Promotion:

      Provide details to Association Project and Membership Managers to ensure effective promotion of the event.

On-site Event Management:

      Oversee the setup, execution, and breakdown of events on the day of the occasion.

      Address any issues or emergencies that may arise during the event.

Post-Event Evaluation:

      Conduct post-event evaluations to assess the success of the event.

      Gather feedback from committees, attendees, and trade suppliers to identify areas for improvement.

Documentation and Reporting:

      Maintain accurate records of all event-related activities, expenses, and contracts.

      Provide comprehensive post-event reports and analysis to committees.

 

This role involves nationwide travel, providing an opportunity to explore diverse locations and engage with a variety of stakeholders.

 

It is not possible for this document to totally encompass or define all tasks that may be required of the post holder. The outlined duties may therefore vary from time to time without materially changing either the character or level of responsibility.


Experience & Qualifications

Essential:

            Experience of successfully delivering events from concept to completion.

            Experience of obtaining sponsorship.

 

Desirable:

            A passion for farming and the countryside.

 

Personal Skills

            Excellent verbal and written communication skills.

            Experienced in the use of the Microsoft Office Software Suite.

            Experienced in the use of common Social Media platforms.

            Polite and approachable.

            Focus, thoroughness, and keen attention to detail.

            Good level of written skills and ability to produce reports.

            Has a 'can do/will do' attitude.

            Excellent planning & organisational skills.

            Analysis of own performance and takes steps to improve this.

            Remains focused when faced with competing demands.

            Keeps people informed of progress on key tasks.

            Adapts their communication style to suit their customer / colleagues, responding to their feedback or queries.

            Work to tight deadlines.

            Ability to work on own initiative and as part of a team.

            Accepts new ideas and change initiatives. 

            Always conducts themselves in a courteous and professional manner.

            Always maintains the strictest levels of confidentiality.

 

About us

The Yorkshire Agricultural Society (YAS) is best known for organising the Great Yorkshire Show in July, but perhaps is lesser known for the work we do throughout the rest of the year. A registered charity, founded in 1837, YAS was established to promote agriculture in Yorkshire and our first objective was to run a major agricultural event.

Our objectives are:-

            To support and promote agriculture, rural and allied industries throughout the North of England including championing the role of farmers as providers of high-quality produce and encouraging consumers to choose healthy and local produce.

            To advance and encourage agricultural research and greater understanding and empathy with farming and the countryside amongst the general public and particularly children.

            To advance and encourage the protection and sustainability of the environment.

            To hold in pursuance of its main objectives an annual agricultural show.

            For such charitable purposes as the Trustees in their absolute discretion see fit.

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