Event Manager

Event Manager

Experience working as an Event Manager at an event management company or travel management company is highly desirable

REPORTING TO: TEAM LEADER, EVENTS UK

OFFICE LOCATION: Central London

-Salary up to £38k inclusive of bonus

-Bonus Scheme

-Hybrid working

-Pension Scheme

-Healthcare Insurance

-Dentalcare Insurance

-Cycle to Work Scheme

-25 days holiday + your birthday off

PRINCIPLE RESPONSIBILITIES:

Client Management

• Working closely with the Events Leadership Team to offer a seamless and professional service to their clients
• Identify opportunities to increase the value of existing and new business
• Endeavour to become a centre of excellence with respect to client satisfaction
• To undertake face-to-face meetings with clients as and when required to do so
• For allocated client accounts, to immerse yourself in allocated client brand and culture through understanding of their marketplace and their competitors
• To support the rest of the Event Teams by providing them with new and existing leads within your client portfolio
• To coordinate venue visits for the client and where necessary arrange for someone to accompany them

Meeting/Event Planning process

• Lead events from conception through to delivery and financial reconciliation on medium sized events involving more than one element (accommodation, meeting space etc)
• Conducts RFP process to relevant suppliers
• Working with other teams (ie Venue Find Team) as necessary to meet event requirements
• Responsible for completing Event Specific Agreements on a per project basis
• Provide event feedback to all stakeholders through debrief notes for inclusion in any account reviews
• Support Senior Event Managers on large scale events where additional help may be required
• Support with Delegate Management services where required

Facilities & Services

• Management of supplier partners and internal support areas to ensure quality and timely delivery

Financial & Contract Management

• Identifies ancillary revenue sources and/or cost savings opportunities
• Develops budget for event which includes negotiating all supplier contracts independently related to a particular event
• Ensures completion of payment and/or billing process and financial reconciliation
• Manage client event budget, ensuring agreed profitability through careful negotiation and commercial knowledge
• Financial accountability for events including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.
• To maximise client revenue through up selling and promotion of company Event services
• To ensure cancellations are managed in line with the company’s standards and procedures
• To maximise all income opportunities and to be actively aware of commission rates, preferred partners securing and negotiating enhanced levels wherever possible.

Logistics

• Agrees and advises on setup for function rooms including seating and AV
• Manages all food and beverage needs
• Prepares and reviews rooming lists in a timely manner
• Complies with M&E technology usage as required

Programme
Provides event feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review

Team

• Working with the team to build, maintain and confirm a healthy pipeline of events in line with the company business strategy
• Adhere with and maintain team support for departmental process and their development
• Assist with on the job advice, guidance and support to new and junior members of the team
• Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings
• Fully compliance of company policies and procedures
• Support critical business continuity plan at all times
• Attending client and supplier events as necessary
• Providing Out of Hours support as necessary
• Perform other duties as assigned

COMPETENCIES, KNOWLEDGE & EXPERIENCE:

• Proven experience in logistics for a variety of events including (but not limited to):
  
  • Meetings
  • Group Accommodation
  • Team Building Activities
  • Venue Find
• Excellent business development skills - ability to upsell opportunities and secure future business
• 2-3 years of current relative meeting/event management experience
• Language skills preferred but not essential
• Effective communication in English
• Excellent knowledge of Microsoft Office products, project management tools and venue find software
• Excellent product knowledge and aware of UK and overseas suppliers and destinations
• Strong supplier knowledge and relationships
• Basic understanding of event/delegate management software (especially Cvent)
• Positive people skills - ability to develop and maintain strong relationships with colleagues, clients and suppliers alike
• Excellent oral/written communication skills to communicate internally and externally
• Excellent critical thinking skills
• Strong attention to detail, customer service, and negotiating skills
• Strong organizational skills that can coordinate multiple resources
• Ability to remain calm in stressful fast-paced situations
• Ability to set priorities and multitask
• Ability to work as a team player and be self-motivated
• Good business acumen and commercial awareness
• Good mentor and coaching skills
• Effective influencing skills
• Maintain a client perspective at all times
• Ability to lead an event and direct client decision making
• Self-motivated - create a sense of enthusiasm and enjoyment that is evident to colleagues
• Strong client facing and presentation skills
• Identifies commercial risks and opportunities and escalates as appropriate
• Financial management: ensuring accurate budgeting and invoicing throughout event
• Ensure all KPIs and SLAs are consistently met
• Ability to travel to and execute events

INTERNAL RESPONSIBILITIES:

Responsible for assisting with compliance to the company's certification programmes and policies.