Event Executive

Awards, Conferences and Festivals:

• Working with the event manager to outline the schedule and drawing up a list of key deadlines and ensuring tasks are achieved on time by all team members, customers, suppliers and other key stakeholders involved
• Providing outstanding customer service to all our customers through written and oral communication
• Remaining aware of the current revenue status for an event through effective communication with the relevant commercial team members
• Ensuring costs do not exceed the agreed budget/forecast. Having thorough knowledge and tight control of the cost base for each project and providing accurate budgetary and financial information at all stages of an event
• Taking care of administrative tasks associated with events, such as completing and processing finance forms, raising purchase orders, setting up new suppliers as and when required, ensuring invoices are processed on time and reconciled, processing reimbursements for speaker, managing events P&Ls, booking travel etc
• Organising appropriate digital and print collateral for the event. Working with content, commercial and marketing teams to ensure the event image is ‘on brand’ and consistent throughout. Producing copy and proof reading for all events related print items and websites
• Building strong relationships with suppliers, such as venues or external A/V suppliers, and negotiating hard to get the very best value and quality for the available budget
• Communicating regularly and coherently all relevant information for designated events and key developments to the event manager
• Supporting the event manager, commercial and content teams with acquiring speakers/presenters for events.
• Assisting the event manager, commercial and content teams with developing new events as they arise
• Providing other event duties and support within the team as requested by your event or line manager

Clubs/Client Events (Marketing Solutions):

• Managing the entire events delivery process from contract stage to post event follow up and deliver projects on time and on budget
• Sourcing suitable venues and briefing them thoroughly. Employing third party caterers and A/V suppliers when necessary
• Putting in place tailored event marketing strategies to drive pre-registration and increase attendance for each event
• Working closely with the commercial teams to ensure events are successfully delivered to agreed contractual requirements
• Developing sustained and independent relationships with customers and managing their requirements and expectations through the event/project management process
• ‘Managing away’ sales people from logistical tasks by proactively keeping clients up-to-date and pre-empting their queries; putting together FAQ sheets
• Becoming digital champions across the business for our digital only events
• Developing strong relationships with editorial teams to encourage integration, good communication and smooth running of the project
• Gaining trust from editorial teams in delivering projects and ensuring the best content is produced for events whilst keeping customers’ expectations in mind

Other support:

• Supporting the event manager and commercial teams with marketing collateral and media pack production as and when required
• Provide marketing support to the commercial team across print and online communications
• Providing ad hoc administrative support to the event manager, commercial directors and managing director
• Maintaining strong relationships with other departments, such as marketing, design data and ad operations to produce the best content for events