• Francesca Ratcliffe-Boize
  • e-mail
  • 020 7499 5955

Temporary Speaker Manager South West London, England

Reference: TSM/FRB Type: Temporary Duration: 2 months Start: 02/09/2013 Industry: Hospitality and Catering

Salary: £28500 - £29500 per annum + Pro Rata + £1,000 on completion

Project outline
A speaker and programme manager is needed to work on the Nigeria Oil & Gas Trade and Investment Forum conference and exhibition we are organising on behalf of a client based in Nigeria.

The event will take place in Nigeria on 24-25 October 2013.

We are expecting anything from 800 to 2,000 international conference delegates, numerous visitors to the exhibition (mainly local) and exhibitors from around 40 companies.

There will be around 30 senior level speakers to liaise with, including 3 Ministers and the President of Nigeria, as well as a programme committee headed up by government representatives which the speaker and programme manager should be in regular contact with.

The role begins on 2 September 2013 and the candidate will be based in London. The candidate must be available to travel to Nigeria for 1-2 weeks in October 2013 (likely to be roughly 18-27 Oct). The contract will terminate on 1 November 2013.

There may be the possibility of extending the contract but this cannot be guaranteed at this stage.

*To establish and uphold a strong relationship with our client and the programme committee
*To provide a professional and efficient impression of our team, First impressions are everything
*To ensure that the pre-event, and onsite process of for management of the programme and speakers are smooth, professional and highly efficient
*To manage the invitations and liaison with speakers, and produce reports as necessary
*To manage the conference room assistants onsite, ensuring a smooth running conference room
*To manage protocol requirements for key speakers
*To work within agreed timelines, and meet agreed deadlines
*To work closely with other operational members of the team
*To develop and nurture relationships with all stakeholders of the event

Responsibilities include but are not limited to:
*Coordinating with the programme committee to invite speakers
*Following up with speakers to ensure they are fully briefed and supply their photo and profile
*Prepare and produce onsite programme document, liaising with designer and printer
*Manage the programme timings to ensure enough time allowed for each speaker and break
*Produce regular progress reports
*Actively participate in regular project team meetings

*Manage a smooth running conference room
*Manage and brief all speakers, ensuring all are present on time
*Brief and liaise with the Master of Ceremonies
*Manage VIP seating plan for front rows of conference room
*Manage onsite
*Dealing successfully with unexpected/challenging situations

*Write and send official appreciation letters to all speakers
*Assist with producing a post event report

Candidate qualities
*Highly organised with meticulous attention to detail
*Professional, mature, reliable, proactive, efficient, enthusiastic, dedicated, flexible
*Culturally aware, able to deal with difficult people, remaining professional at all times: open, friendly, patient and helpful
*Able to deal with senior people and implement protocol requirements
*At least 2 years' related experience of managing speakers for international conferences
*Experience in onsite conference room management for large conferences
*Ability to remain calm whilst working under pressure and manage grievances
*Experience in dealing with very senior level people and demanding clients
*Responsive and flexible; to manage enquiries and do so in a cheerful manner
*Excellent prioritising and time management skills
*Speak and write fluent English, other languages an advantage
*Knowledge of the commercial oil and gas industry an advantage, but not essential

Additional responsibilities
*Outside of the day-to-day management of speakers and programme for the conference, the candidate will be expected to assist in other areas, including:
oInvestigating and researching new ideas for improving and advancing areas of the event
oWilling to undertake other tasks as requested by their line manager to ensure the functioning of the team and smooth-running of the event
oAssist on other events if requested
oCompleting required administrative tasks on time
oHaving a wider knowledge i.e. be aware of other areas of the event and CWC's business
oAttending meetings and providing useful feedback to influence good decision-making

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52 Berkeley Square London W1J 5BT020 7499 5955

Registration by appointment only
in Central London