• Francesca Ratcliffe-Boize
  • e-mail
  • 07872619611

Senior Event Manager South West London, England

Reference: SEM/FRB Type: Permanent Start: ASAP Industry: Hospitality and Catering

Salary: £32000 - £34000 per annum + Bonus

Description:

SENIOR EVENT MANAGER
JOB SPECIFICATION
OBJECTIVES
* To ensure that the operational aspects of the event are successful and cost-effective
* To lead, manage and multi-task multiple events
* To develop commercial relationships with suppliers
* To work within the timelines and budgets specified
* To manage budgets, costs & payments effectively and efficiently
* To develop and nurture relationships with speakers, sponsors, exhibitors and partners
* To ensure that general office administration duties are carried out as required
* To support the team and work to facilitate the growth, expansion and advancement.
* To lead and manage other staff to ensure they successfully deliver on high-profile international events

RESPONSIBILITIES
Pre-event
* Liaise with speakers, sponsors, delegates, exhibitors
* Liaise with partners and supporting organisations
* Ensure sponsor/exhibitor contracts and expectations are met/exceeded
* Prepare the PDF and Online Exhibitor Manual and monitor the progress of each exhibiting company, ensuring they complete the necessary forms
* Maintain the conference agenda and speaker details on the website
* Manage flights, accommodation and visas for speakers when required
* Research new suppliers and initiate cost comparison and efficient cost saving where possible
* Support when needed on venue searching including site visits, contract negotiations and producing clear cost comparisons
* Liaise with official contractors to organise the logistics for the build of the exhibition
* Appoint suppliers for AV, printing, furniture, signage, registration, catering, security, onsite staff etc.
* Manage flights, accommodation, visas and R&Rs for the on-site team
* Produce printed 'on-the-day' documentation to support the event
* Co-ordinate with Client Service/Finance team on payments and registration
* Co-ordinate with Marketing regarding Media Partners and promotion of related events
* Actively participate in the project meetings

On-site
* Oversee and manage the conference & exhibition on-site, ensuring the overall smooth running of the event
* Manage the team on-site, giving clear instructions and team briefings
* Liaise with the venue regarding room set-up, timings, catering, accommodation etc.
* Ensure smooth exhibition build and running of the exhibition on-site / Sponsor stands area
* Oversee registration for all participants
* Coordinate sponsored functions
* Ensure all supplies are in perfect working order - AV, Translation etc.


* Manage on-site staff during the event, build up and show times
* Manage on-site cashflow and payments
* Work with the Business Development Manager and/or Exhibition Sales Manager to organise the sponsor/exhibitor stands.
* Make preparations for the opening ceremony and tour
* Take control over and deal with unexpected situations

Post-event
* Ensure all supplier invoices are submitted within deadline
* Update budgets/reconcile accounts
* Produce a post event report
* Edit and update presentations onto the website
* Monitor customer satisfaction levels and taking action accordingly

Additional Responsibilities
* To take responsibility for direct reports (Event Managers/Executives) and ensure they deliver to the highest of standards
* To inspire, encourage and motivate to produce a positive work environment
* To supervise, recruit and train new and more junior members of the team
* To support the Head of Event Management where possible on decisions about team resourcing, team structure and team performance
* To be commercially aware and drive this forward within the team
* To set up event budgets and research all costs involved
* To investigate new ideas for improving and advancing all areas of the event
* To source new suppliers and negotiate on multiple event agreements
* To manage own time and resources as well as having the ability to project manage
* To take the initiative to learn and gain a wider knowledge of the business
* To be willing to travel, with no travel restrictions, and undertake other tasks as requested by line manager

PERSON REQUIREMENTS
The candidate must be professional, mature, reliable, pro-active, enthusiastic, organised, with the ability to remain calm whilst working under pressure and take initiative to lead and develop events.
* Minimum two years commercial experience in the Events Sector
* Strong knowledge and understanding of the Conference & Exhibitions industry
* Experience of travelling overseas, preferably to some of the areas we work in (Africa, Middle East, by Americas
* Educated to degree level with GCSE (or equivalent) passes in English Language and Mathematics
* Well organised with the ability to prioritise one's workload
* Able to juggle multiple projects
* Strong negotiation skills
* Excellent attention to detail
* Leadership skills and keen to inspire
* Good listener
* Able to manage budgets, costs and payments: work in multiple currencies
* A flexible attitude and the ability to work under pressure and to deadlines
* The ability to trouble-shoot problems, act on own initiative and think laterally


* Language skills: Spanish, Portuguese, and/or Arabic are desirable

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52 Berkeley Square London W1J 5BT020 7499 5955

Registration by appointment only
in Central London