Responsibilities

  • Venue research and management: including procurement, quality evaluations and pricing negotiations. Providing cost comparisons to the stakeholders for each venue including venue limitations or enhancements
  • Venue contracting: On assigned events, you will be responsible for venue contract negotiation, working with the legal team to ensure all terms and conditions are met before contract signoff.
  • Vendor management: Maintain and develop a database of vendor and suppliers across the EMEA region, building new relationships and strengthening existing while negotiating for the best possible rates.
  • Budget & Spend: Work within the event’s budget, Meet deadlines for spend tracking and reporting, Track, receive and submit all receipts, invoices and other payments related matters
  • Venue liaison: Communicate effectively with event venues throughout Europe, Middle East and Africa to ensure seamless event delivery onsite
  • Mobile app management: building, managing and delivering our mobile app to be shared at conferences
  • Event Delivery: Responsible for handling the onsite events operations for any of the events that you are assigned to (regular travel and out of regular office hours required)
  • Manage the registration system and attendee lists
  • Liaise with collections team on payment status of registrants
  • Communicate with event attendees
  • Liaise with venue on minimum numbers and final details
  • Produce all on site materials; create badges and attendee lists for all events (knowledge of mail merges and excel required)
  • Liaise with creative team to deliver branded signage and sponsor signage deliverables
  • Liaise with external printers to ensure all branding is printed in time for events
  • Liaise with the printers in house to ensure that these materials are printed and prepared in a timely manner ahead of each conference
  • Event type dependent- you will be expected to work with external vendors to manage stage design, delivery and set up.
  • Pack and organize conference materials shipping to time critical deadlines
  • Liaise with the primary courier service directly to dispense the shipping of materials to the event – ensuring that all materials arrive ahead of the set up day for the event.
  • You will be a main point of contact for any customer service queries, consulting with the Regional Manager, Events for any difficult queries that may arise
  • You will be expected to create surveys for each event
  • Delivering reports and feedback from surveys and sending this to event stakeholders

Requirements
  • Experience in event operations/venue finding/planning
  • Superior project management skills, managing multiple projects simultaneously while providing clear communication of timelines and expectations to team members
  • Strong negotiation skills
  • Ability to perform well under pressure with strict deadlines in a calm and professional manner
  • Ability to problem solve quickly and effectively and use own initiative
  • Must be able to multi task with proven organization skills
  • High attention to detail
  • Reliable individual
  • Ability to travel 20-30% of the time (Some weekend travel required).
  • Professional attitude, confident manner when speaking in public
  • Knowledgeable in the MS Office Suite applications, specifically MSWord, Excel and PowerPoint.
  • Knowledge of Event Registration systems and Mobile Application back-end will be an advantage

Basic Qualifications
  • 2+ year’s relevant experience in an event planning or corporate events delivery role

Preferred Qualifications
  • Bachelor's Degree (any discipline) or CMP (Certified Meeting Planner)

Event Operations  Executive, EMEA Recruitment Agency in London, Event Management Recruitment Agency in London