Events Coordinator 12 month Maternity Contract

Job Description

The Client:-A large professional membership organisation based in Central LondonThe Department:-The Events Team is responsible for the organisation of all conferences, courses and events. This amounts to approximately 120 events per year.The department covers all aspects of conference arrangements for both face-to-face and virtual events. This includes inviting speakers and chairs to effectively publicising each event, registering delegates, mounting a technical exhibition, gaining sponsorship, organising social events and live management of event logistics. For virtual events, this also includes creation of the virtual event platform, testing, platform demonstrations and coordination of pre-recording of presentations. For larger external events, external professional congress organisers are appointed and managed. Since Summer 2020, all events have been held virtually and it is planned that virtual events will still form the core of the events programme with some transition to hybrid events.Purpose:-The post holder will:- work with the Head of Events to develop the activities of the Events Team and take the lead on procedures and processes- support the Events team in delivering the target operating model, and in particular in the management of a ‘mixed economy’ (virtual and face to face) events delivery model going forward- have responsibility for delivery of specific events, both face-to-face and virtually- assist with the day-to-day management of the Events Team- provide guidance and support to other departments on virtual event best practice- manage the Event Administrators- deputise for the Head of Events when requested or when they are unavailableMain duties:-- To assist the Head of Events in the management of the Events Team with particular responsibility for:- Updating and managing departmental procedures, including responsibility for ensuring maintenance of Event Team’s SOPs as well as documentation and testing of new processes related to virtual event delivery- Overseeing implementation of new college-wide procedures, projects or technology within the team- Leading testing and development on College virtual events platform- Acting as main contact with the AV team to ensure programme of virtual events and pre-event recordings are supported- Representing the Events Team on some cross-college projects- Managing operational issues related to CRM system/website- To organise and have responsibility for an allocation of in-house courses and conferences:- Overall responsibility and organisation of in-house events from inception to the event, in liaison with the clinical organisers and/or specialist societies- Oversee the creation and approval of programmes- Provide guidance on best practice for programme structure for virtual events- Create, test and manage the virtual events platform, tailored to the event programme- Ensure clear communication with virtual event delegates on platform access and access, troubleshooting any issues- Speaker liaison – oversee all aspects of speaker participation in meetings including issuing invites, chasing replies, sending out admin details, arranging travel and accommodation where applicable- For face-to-face events, liaise with internal and external venue staff to ensure the correct facilities have been booked and the event runs smoothly- Manage the running of the event on the day, including appropriate staffing at the registration desk or on the virtual events platform (as applicable) and ensuring that all participants are looked after and have the relevant information required- Exhibition administration: Work with the Events Administrator and Corporate Development Manager to organise the logistics and live event activities of companies sponsoring or exhibiting at events- Prepare and manage individual meeting budgets, reviewing and approving the costs relevant to each event- Monitor delegate numbers in relation to each event, ensuring that events are delivered within the confines of the agreed budget- To deputise for the Head of Events in ther absence- To manage and supervise the work of the Events Administrators, including monitoring objectives and conducting annual appraisals, as well as scheduling cover for shared tasksEQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.CONFIDENTIALITY: All applications are dealt with in strictest confidence and will be processed in accordance with the Data Protection Act 1998 Morgan Spencer Limited, registered in England & Wales No: 4254114