Job Specification

Profile 

Working within the marketing team and reporting to the Marketing Director you will manage the Events Co-ordinator and work together to oversee the planning, management and execution of all company conferences and events, both corporate and social.   

Implementing structure, processes, whilst maximising efficiencies you will manage the events delivery and associated budget ensuring smooth running of the events calendar. Negotiating corporate rates across all event delivery you will ensure best budgetary value.   

The ability to interpret event requirements and deliver multiple size events across different business stakeholder areas is essential.  As is the ability to influence with strong organisational and communication abilities managing and prioritising workload.  You will ensure the target audience is engaged and the event marketed appropriately.   

You will be responsible for organisation of conferences, exhibitions, large corporate events, commercial events in conjunction with the sales team and National and Divisional meetings, including commercial roadshow events and anything else falling within the business area remit.  

Strong management skills with proven team management is essential.  A positive, enthusiastic, team player, you will collaborate with all stakeholders across the business to understand their event objectives and preferences and assist in creating event concepts, themes and overall design  

Proven experience of large event management with a robust structure and process focus together with budgetary control is critical.  

Duties and responsibilities

• Devise structure, processes and procedures to manage all company events, including budgetary controls and ensure adherence. 
• Devise processes and procedures to manage the company’s event calendar and company event rollout. 
• Compile list of preferred suppliers for approved hotels with negotiated costings and periodically review, ensuring the BSA team have continuity and align with Events Team structure and controls. 
• Compile list of preferred events/entertainment management companies etc. ensuring adherence to budgetary requirements. 
• Liaise with sales and marketing teams to publicise and promote events. 
• Ensure best value practices for all overnight stays and events across the business.
• Collaborate with all departments, including the Business Support Team, in relation to use of preferred suppliers. 
• Conduct vendor/supplier sourcing, onboarding, monitoring performance, ensuring best value and building strong lasting relationships. 
• Consider sustainability across all deliverables and activities, providing options for consideration and cost comparisons. 

Management of events 

• Manage full events cycle from initial creative concept and pre-planning stages through to on-site execution. 
• Creation of event proposals which are creative, innovative, in line with budgetary requirements and in alignment with stakeholder requirements. 
• Work in conjunction with business stakeholders with the delivery of company events, supporting with event type, structure, pricing and ensuring delivery on or below budget and guiding accordingly. 
• Overseeing all event aspects, such as venue sourcing, seating, dining and accommodation etc., including entertainment.  
• Managing and overseeing events on the day, including problem solving, welcoming guests, directing event set-up and communicating with staff and organising vendors. 
• Ability to plan and juggle delivery of multiple events and deliver to deadlines and within budget. 
• Collate and ascertain annual budgetary requirements from stakeholders and ensure event adherence, making adjustments where necessary. 
• Management of events budget.  
• Authorising invoices in accordance with vendor requirements.  
• Oversee event logistics. 
• Ensuring all relevant colleagues attend and are fully briefed. 
• Reporting on success of events by agreeing objectives and reporting against them. 
• Tracking participation and collecting feedback.