Event Delivery Coordinator

Company Description

Informa Connect organises major branded annual events and operates specialist digital communities that are key convening places for a particular market. We run around 800 events each year in over 60 countries, create digital platforms based on engaging news and information content, and operate professional development programs for individuals and businesses in Global Finance, Life Sciences, and Pharma and in a number of other specialist markets. 

About Informa 

Informa is a leading business intelligence, academic publishing, knowledge and events group.  We help customers in hundreds of professional, commercial and academic communities connect and learn, and create and provide access to content and intelligence so they can work smarter and make better decisions faster. 

Job Description

Reporting into the Senior Delivery Manager, the Delivery Coordinator gives you the opportunity to become highly skilled in delivering best in class hybrid and physical events across the Global Finance vertical. This will be a varied role giving exposure to all aspects of event delivery so you can see how an event moves through its life cycle from research and planning to delivery and evaluation.

Opportunity for development within the team and gain experience in more aspects of delivering an event. Included but not limited to sponsor and exhibitor delivery, conference delivery, digital and awards ceremony operations.

Travel to events will be essential as part of this role to support the running of the event in an efficient and effective way.

Success in this role will be delivery of high quality, cost-effective and sustainable event experiences to agreed KPI’s and achieving ongoing product improvement reflected in customer satisfaction and NPS scores.

Responsibilities

Pre-event coordination (55%)

• Accountable for full speaker management – including but not limited to: initial contact letter, gather and communicate hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, maintenance of speaker and sessions details across various online platforms, collaborate with production team on changes to agenda
• Management of the speaker budget of an event, paying invoices where needed and booking travel and accommodation.
• Full ownership of the speakers’ journey and experience, answering questions and fulfilling requests.
• Ownership for the digital delivery of allocated events – tasks include liaising with the digital delivery contact for platform build, attendee uploads, permissions, trouble shooting and feedback.
• Develop to supporting on the sponsor and exhibitor management. Tasks would include; maintaining accurate sponsor and exhibitor log based on signed contracts, build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, both physical and hybrid elements of the event.
• Build strong relationships with sales to provide clear guidance on the commercial opportunities at the events, research new opportunities based on venue and location.
• Organise signage creation and production for conferences.
• Progress to leading own small events within the vertical, including awards ceremonies; Organising venues, AV, registration, F&B and Health & Safety and Sustainability.
• Supporting the wider team on all aspects of the event execution.
• Maintain strong customer service with response times set at less than 24 hours.
• Prepare, proof, organise production and arrange delivery of necessary materials for conference and/or expo onsite documentation.
• Work with centrally procured vendors to research and order necessary deliverables.
• Help team to ensure all Health & Safety requirements are met.
• Help to embed sustainability into every event in line with Informa’s FasterForward approach.
• Attend event planning meetings, presenting clear and concise updates, identifying and addressing any impacts to the event and proposed resolutions.

During the event (20%)

• Travel to in-person events, up to 7 days for load in, live event and break down.
• Be the main point of contact for speakers during the event.
• Arrange, set up and manage pre-planned details and requests from speakers.
• Manage onsite requests from speakers.
• Act as the main contact for AV vendor while onsite.
• Oversee onsite conference operations and troubleshoot any issues or changes onsite.
• Oversee onsite sponsor / exhibitor operations and troubleshoot any issues or changes onsite.
• Supporting exhibitors with the lead retrieval device access and management.

• Complete and comply with onsite Health and Safety procedures.

Post-event admin (10%)

• Distribute presentation material and/or recordings from the event for attendees.
• Check and manage payment for speaker and/or event material invoices.
• Communicate final speaker and/or sponsorship costs with Ops lead and manage event costs in the budget.
• Fulfil any post-event sponsorship deliverables as necessary.

Other(15%)

• Coordination with the wider Smart Events Delivery Team of digital products as required for hybrid events.
• Performance of special projects in collaboration with other teams as requested.

Qualifications

Required Experience & Skills

• An understanding of how to successfully deliver world class hybrid and live event experiences would be advantageous.
• A strong communicator who can confidently liaise with all levels internally and externally.
• Tech savvy and willing to adopt and embrace new technologies.
• Detail-oriented, excellent written and verbal skills, extremely organised.  
• Understanding of how to use data in decision making.
• You are adaptable to change and a fast-paced environment.
• You are ambitious, influential and pay close attention to detail.
• Positive can-do attitude. You relish a challenge and are confident finding solutions to problems.
• Well versed in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat & Microsoft Outlook.

Additional Information

Just as no two days are the same, at Informa Connect we recognise that no two people are the same, putting diversity and inclusivity at the heart of what we do. This doesn't happen by chance. We actively work to create a shared culture. It's a place where individuals bring their own experience and insights to discover new opportunities and build a varied career. We want you to thrive as part of a fantastic community. We champion you.

Why work at Informa?

Employee experience is very important to us at Informa. On top of joining a supportive, diverse and ambitious team that welcomes all types of candidates. We are also flexible with different working patterns and prioritize promotions internally.

Our benefits include:

• Tailored development opportunities and on-demand access to thousands of courses on LinkedIn
• Balance time in the office with time working remotely, feeling fully supported wherever you are
• 25 days annual leave, 4 days for volunteering and a day off for your birthday!
• The chance to work from (almost!) anywhere across the globe, four weeks a year
• Competitive and rewarding benefits, tailored to each of our regions
• Work with high quality specialist products
• Bright and friendly staff who are all "expert's experts" and additional training and development for helping you achieve your career aspiration
• The chance to become an Informa shareholder, with extra rewards just for colleagues
• Regular social events and networking opportunities

We know that sometimes the 'perfect candidate' doesn't exist, and that people can be put off applying for a job if they don't fit all the requirements. If you're excited about working for us and have most of the skills or experience we're looking for, please go ahead and apply. You could be just what we need! We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, Informa is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, state or local law.

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