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As an Event Manager, you will be part of a dynamic team and orchestrate the end-to-end planning, organization, and execution of diverse events, ensuring exceptional experiences for clients and attendees alike.
You will conceptualize event concepts, develop strategic event plans, and oversee all logistical aspects, from venue selection and vendor coordination to budget management and post-event evaluation.
Utilizing your excellent leadership and communication skills, you will liaise with clients, stakeholders, and internal teams to align event objectives with organizational goals, delivering events that exemplify our clients' brand and exceed expectations.
Your ability to problem-solve, adapt to changing circumstances, and stay composed under pressure will be crucial in creating successful and memorable events.
This is a Nov 2024 to April 2025 contract role.
You must be based in London (or within commutable distance) and be able to travel to several cities across Europe.
Responsibilities:
Event Planning and Coordination
Develop and oversee comprehensive event plans, including budgets, timelines, and task delegation. Coordinate with various teams and vendors to ensure all elements of the event align with the plan. Liaise with stakeholders and manage their expectations throughout the event planning process. Vendor Management
Vendor Selection and Contracting
Conduct thorough research to identify potential vendors and gather proposals. Negotiate contracts, terms, and pricing with selected vendors, ensuring legal compliance. Vendor Performance Management
Monitor vendor performance during event preparations and execution. Address any deviations from agreed terms and provide feedback for improvement. Risk Management and Troubleshooting
Risk Assessment
Conduct thorough risk assessments for events, identifying potential risks and their impact on event outcomes. Collaborate with relevant stakeholders to develop risk mitigation strategies. Troubleshooting
Address and resolve immediate issues that arise during the event, coordinating with the event team and vendors. Ensure a quick and effective response to unexpected situations. On-site Event Management
Onsite Team Management
Lead and manage the onsite event team, ensuring roles and responsibilities are clear. Oversee team performance and address challenges during the event. Onsite Logistics and Operations
Manage and coordinate onsite logistics, including vendor interactions and setup. Ensure adherence to the event plan and coordinate adjustments as needed. Post-Event Evaluation and Reporting
Evaluation Oversight
Oversee the post-event evaluation process, ensuring data collection and analysis are thorough and accurate. Provide strategic input into the evaluation process and areas of focus. Report Generation
Generate a comprehensive post-event report outlining event performance, attendee feedback, and any recommended improvements. Provide insights and recommendations for future events based on the evaluation. Budget Management
Budget Creation & Tracking
Develop event budgets in collaboration with relevant stakeholders. Ensure adherence to the approved budget, making informed financial decisions throughout the event planning process. Implement efficient financial tracking systems to manage costs, track payments, and analyze expenditures. Maintain transparent communication with stakeholders regarding financial matters, budget updates, and financial expectations. Expense Approval
Review and approve event-related expenses to ensure they align with the approved budget. Monitor spending and control costs to stay within budget limits. Financial Reporting
Generate regular financial reports comparing actual spending to the budget. Analyze variances and provide explanations for deviations. Client Relationship Management
Client Relationship Building
Build and nurture relationships with clients, understanding their needs and expectations for events. Serve as the primary point of contact for clients and maintain open lines of communication. Client Proposals and Agreements
Collaborate with the team to create event proposals, contracts, and agreements tailored to client preferences. Ensure contract terms align with both the client's needs and organizational capabilities. Feedback Collection
Gather feedback from clients post-event to evaluate satisfaction and identify areas for enhancement. Address and resolve any client concerns or issues in a timely manner. Team Leadership and Collaboration
Team Coordination
Coordinate event planning teams, ensuring effective communication and collaboration. Assign roles and responsibilities to team members based on their skills and strengths. Leadership and Motivation
Provide leadership, guidance, and motivation to the event team throughout the planning and execution phases. Foster a positive and collaborative team environment to enhance productivity and creativity. Practice Marketing (External Positioning)
Contribute to the development of the agency's marketing strategy by identifying target markets and key differentiators. Implement marketing campaigns and initiatives to promote the agency's services and expertise in event planning. Requirements
Preferable bachelor's degree or similar in Event Management, Business, Marketing, Hospitality, or a related field. 5+ years of experience/exposure amongst an agency within the Event Marketing Industry (Internationally) with proven experience at management level. Preferable within the B2B Technology Sector. Direct experience of managing and leading medium to large scale event experiences from brief to conception to completion, whilst being part of a team to produce larger more complex campaigns (in-person or digitally). Demonstrated management abilities, including team management and collaboration, across either direct report, cross agency departments/practices, and onsite vendor staff/crew. Excellent organizational and time management skills, with the ability to manage multiple projects simultaneously and prioritize tasks and meet tight deadlines. A keen eye for detail, creative thinker, and problem-solver abilities to handle unexpected situations and find innovative event solutions. Excellent interpersonal and communication skills to liaise, communicate with clients and vendors. Strong teamwork and collaboration skills. Ability to work in a fast-paced, dynamic environment. Strategic thinker to be able to advise and optimize our clients' event experience throughout the campaign lifecycle. Familiarity with event industry trends, best practices, and emerging technologies/experience within Event Marketing to influence/inform the team and the Event Practice. Proficiency in event management software and platforms, project management tools, and Microsoft Suite. Flexibility to work irregular hours, including evenings and weekends, to oversee events. This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.
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Event Planning and Coordination
Develop and oversee comprehensive event plans, including budgets, timelines, and task delegation. Coordinate with various teams and vendors to ensure all elements of the event align with the plan. Liaise with stakeholders and manage their expectations throughout the event planning process. Vendor Management
Vendor Selection and Contracting
Conduct thorough research to identify potential vendors and gather proposals. Negotiate contracts, terms, and pricing with selected vendors, ensuring legal compliance. Vendor Performance Management
Monitor vendor performance during event preparations and execution. Address any deviations from agreed terms and provide feedback for improvement. Risk Management and Troubleshooting
Risk Assessment
Conduct thorough risk assessments for events, identifying potential risks and their impact on event outcomes. Collaborate with relevant stakeholders to develop risk mitigation strategies. Troubleshooting
Address and resolve immediate issues that arise during the event, coordinating with the event team and vendors. Ensure a quick and effective response to unexpected situations. On-site Event Management
Onsite Team Management
Lead and manage the onsite event team, ensuring roles and responsibilities are clear. Oversee team performance and address challenges during the event. Onsite Logistics and Operations
Manage and coordinate onsite logistics, including vendor interactions and setup. Ensure adherence to the event plan and coordinate adjustments as needed. Post-Event Evaluation and Reporting
Evaluation Oversight
Oversee the post-event evaluation process, ensuring data collection and analysis are thorough and accurate. Provide strategic input into the evaluation process and areas of focus. Report Generation
Generate a comprehensive post-event report outlining event performance, attendee feedback, and any recommended improvements. Provide insights and recommendations for future events based on the evaluation. Budget Management
Budget Creation & Tracking
Develop event budgets in collaboration with relevant stakeholders. Ensure adherence to the approved budget, making informed financial decisions throughout the event planning process. Implement efficient financial tracking systems to manage costs, track payments, and analyze expenditures. Maintain transparent communication with stakeholders regarding financial matters, budget updates, and financial expectations. Expense Approval
Review and approve event-related expenses to ensure they align with the approved budget. Monitor spending and control costs to stay within budget limits. Financial Reporting
Generate regular financial reports comparing actual spending to the budget. Analyze variances and provide explanations for deviations. Client Relationship Management
Client Relationship Building
Build and nurture relationships with clients, understanding their needs and expectations for events. Serve as the primary point of contact for clients and maintain open lines of communication. Client Proposals and Agreements
Collaborate with the team to create event proposals, contracts, and agreements tailored to client preferences. Ensure contract terms align with both the client's needs and organizational capabilities. Feedback Collection
Gather feedback from clients post-event to evaluate satisfaction and identify areas for enhancement. Address and resolve any client concerns or issues in a timely manner. Team Leadership and Collaboration
Team Coordination
Coordinate event planning teams, ensuring effective communication and collaboration. Assign roles and responsibilities to team members based on their skills and strengths. Leadership and Motivation
Provide leadership, guidance, and motivation to the event team throughout the planning and execution phases. Foster a positive and collaborative team environment to enhance productivity and creativity. Practice Marketing (External Positioning)
Contribute to the development of the agency's marketing strategy by identifying target markets and key differentiators. Implement marketing campaigns and initiatives to promote the agency's services and expertise in event planning. Requirements
Preferable bachelor's degree or similar in Event Management, Business, Marketing, Hospitality, or a related field. 5+ years of experience/exposure amongst an agency within the Event Marketing Industry (Internationally) with proven experience at management level. Preferable within the B2B Technology Sector. Direct experience of managing and leading medium to large scale event experiences from brief to conception to completion, whilst being part of a team to produce larger more complex campaigns (in-person or digitally). Demonstrated management abilities, including team management and collaboration, across either direct report, cross agency departments/practices, and onsite vendor staff/crew. Excellent organizational and time management skills, with the ability to manage multiple projects simultaneously and prioritize tasks and meet tight deadlines. A keen eye for detail, creative thinker, and problem-solver abilities to handle unexpected situations and find innovative event solutions. Excellent interpersonal and communication skills to liaise, communicate with clients and vendors. Strong teamwork and collaboration skills. Ability to work in a fast-paced, dynamic environment. Strategic thinker to be able to advise and optimize our clients' event experience throughout the campaign lifecycle. Familiarity with event industry trends, best practices, and emerging technologies/experience within Event Marketing to influence/inform the team and the Event Practice. Proficiency in event management software and platforms, project management tools, and Microsoft Suite. Flexibility to work irregular hours, including evenings and weekends, to oversee events. This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.
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