Job description
THE COMPANY
Located in Middlesex, our client is actively seeking a dynamic Conference Manager to join their close-knit team. Specialising in event management, the company is known for delivering high-quality in-person, virtual, and hybrid events across the public, private, and not-for-profit sectors. Their portfolio encompasses one-day events to residential international congresses, with project timelines spanning 12-24 months.
THE ROLE
In this "hands-on" project management role, the selected candidate will serve as the main point of contact for clients, steering the ship in delivering a diverse array of conferences and exhibitions. Responsibilities include:
- Managing the end-to-end delivery of events, ensuring alignment with client expectations, timelines, and budgets
- Collaborating with clients to understand specific event requirements and translating them into detailed plans
- Regularly updating clients on project progress and managing budgets in coordination with the finance team
- Working closely with client Programme Committees to support the development of conference programs
- Overseeing VIP, speaker, and chairperson liaison and participation
- Providing secretariat services for conference committees, including agenda creation, minute-taking, and follow-up actions
- Venue sourcing, contracting, and management of suitable conference and hotel accommodations
- Planning room layouts, entertainment programs, workshops, and demonstrations.
- Coordinating suppliers and contractors to ensure smooth event delivery, adhering to legal and safety obligations.
- Briefing AV production teams for the seamless execution of in-person, online, and hybrid events.
- Managing on-site setup, event management, and breakdown, including exhibition space.
- Collaborating with clients and designers to create event branding and overseeing digital and print production of collateral.
- Managing marketing and communication plans to promote events through various media channels.
- Preparing prospectuses and managing sponsorship and exhibition sales with the support of the sales team.
- Coordinating onsite staffing requirements and staff briefings.
- Conducting post-event reporting and evaluation, including data analysis and report production for event stakeholders.
THE CANDIDATE
The ideal candidate for the role of Conference Manager is expected to bring a high level of academic achievement to the table, preferably with a degree in events management, business administration, marketing, leisure and tourism management, or possess relevant experience in a similar industry. In addition to academic prowess, a minimum of three years of pertinent experience is deemed essential for this position.
The successful candidate will be distinguished by excellent time management and delegation skills, essential qualities for navigating the intricacies of event planning and execution. Their enthusiasm and self-motivation will be pivotal, coupled with a proven ability to establish productive relationships at all levels of collaboration within and outside the organization.
Effective communication and presentation skills are prerequisites for the role, underlining the importance of articulating ideas clearly and professionally. A keen eye for detail and strong organizational skills will be crucial, demonstrating the candidate's capability to gather and interpret information, particularly in the context of supporting event marketing strategies.
Overall, the prospective Conference Manager is expected to embody a blend of academic excellence, hands-on experience, and a set of personal attributes such as enthusiasm, communication prowess, and organizational finesse, all of which are integral to the successful planning and execution of events in this dynamic role
Other key skills will include:
- Commercial awareness and a customer-focused mindset. A positive and adaptable approach to problem-solving.
- Innovation and creativity to distinguish events from the competition.
- Knowledge of sales and marketing related to event promotion.
- Experience in budgeting and financial management for events.
- The ability to manage a small team, including a conference administrator and temporary event staff.
