• Charlotte Boize
  • e-mail
  • 07872619610

Event Operations ExecCity of London, England

Reference: cb/sm Type: Permanent Start: ASAP Industry: Marketing

Salary: £24000 - £26000 per annum + £3k bonus

The Conference Operations Executive is responsible for the effective delivery of all conferences and training events we run each year. The selection, negotiation and confirmation of suitable, cost-effective venues followed by efficient delivery on the day of the conference is at the centre of this role.


Conference & Live Event Operations
*Independently sourcing and establishing commercial relationships with suitable venues
*Site visits and independent establishing favourable prices, terms of contract, cancellation terms, credit facilities and block booking advance dates
*Independently deciding on venue suitability, room layout and set up
*Fully managing all aspects of the conference itself in close liaison with Conference Producers, as well as external suppliers (venue, A/V, catering, others)
*Managing and initiating contingency plans if the event of lower/higher than expected delegate numbers/exhibs, unforeseen circumstances
*Ensuring conference budgets are maintained and updated
*Ensuring all pre-event preparation is completed efficiently and effectively
*Ensuring all event documentation is produced to the highest standard, including signage and delegate documentation packs
*Working with Conference Marketing Executives to ensure banners displaying upcoming events are ordered.
*Working with other teams to ensure their on site marketing and on site experience is optimised and their specific objective (lead generation/product promo etc) is met
*Managing the delegate experience - to be responsible for ensuring the highest possible level of delegate satisfaction at each event, including brand management and cost efficiency's

Brand management

*To work closely with Marketing team to ensure clarity of brand at all live touch points
*Managing internal event/brand activities

Account management
*Working with the sponsorship and exhibition sales team to ensure exhibitor's needs are met and to manage the operational requests of sponsors and exhibitors
*Assisting sales with the fulfilment of SpEx contracts: from pre-event liaison to on-site management
*Maintaining existing relationships with external suppliers, and reviewing as necessary
*Managing venue relations, including audio/visual, room layout, lunch and refreshments, in liaison with the conference producers/ sales team
*To ensure other staff are appropriately supported at live events
*To ensure events are excellent lead warming opportunities for non OE members

An important aspect of Conference Operations involves developing a strong working relationship with all stakeholders - from production, SpEx and marketing to the range of external suppliers. Re-negotiating terms with suppliers is a key element of this more senior role and securing favourable contracts is core to professional development. Also key is independent decision making through planning to delivery.

Conference Administration
*Managing additional activities on site (including focus groups, live product testing and twitter stream)
*Taking an active role in reducing conference bad debt and credit control
*Pre event prep for events including AV testing, SpEx prep (bags/inserts etc),and assisting with badges where necessary
*Provide regular updates on live conferences covering room sizes, delegate numbers, etc, to Conference Producers

Conference Finances
*Negotiating preferential rates with suppliers
*Meeting and exceeding forecast expectations for Venue and Supplier direct costs
*Review monthly management accounts for submission and review
*Receiving invoices from suppliers and checking/querying where appropriate.
*Streamlining invoicing and payment system
*Should a supplier's service fall below the expected/agreed standard, we would expect the invoice to be reduced.

The Conferences Operations Executive must always be looking to cut costs, always looking to negotiate better value contracts - this is essential for the division to continue growth and maximise profits.

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52 Berkeley Square London W1J 5BT020 7499 5955

Registration by appointment only
in Central London