Events Planner

Our Content Marketing and Events team in London is looking to hire an Events Planner, to be part of their highly productive team. Details of the role and requirements are as follows:

Role objectives:

• Planning all ops and logistics on the assigned events, both in-person events and webinars, under any of the brands of DN Media Group’s Global Publications.
• Reporting to the Conference Manager, but working hand in hand with the Director of Events, Conference Planner, the Programmer and the Sales team to produce successful events.
• Take full ownership for the operations and logistics part of the business, ensuring best practice is achieved and delivered on the assigned events.
• Overall responsibility for event-specific cost budgets including preparation, negotiations, accurate and timely monthly forecasts, alert management about risks and deviations to plan, and make recommendations for corrective action.
• Effective project management including ownership and adherence of timelines and accurately track and evaluate results on overall project goals.
• Engagement and effective management of suppliers.
• Oversee the addition of supplier admin, including a preferred supplier system, new contracts and terms & conditions.

Responsibilities:

• Update event website with event copy, sponsor logos, speakers’ bios and agenda etc.
• Manage event budget and produce the P&L on the events assigned.
• Source appropriate event venues and manage venue contracts.
• Source and manage all external suppliers e.g. AV technicians, stand suppliers, venue, caterers, photographer etc.
• Liaise with all delegates, speakers and sponsors in the run up to the event.
• Register delegates, raise invoicing forms, send joining instructions and answer all delegate queries.
• Ensure all elements of sponsor contracts are delivered on, for example providing sponsor stands, badges, sponsor presentations, event signage etc. and answer all sponsor queries.
• Provide speaker role info, introduce speakers and orchestrate panel conference calls and answer all speaker queries.
• Collate/proof speakers’ slides, biographies and photos and prepare the delegate packs and feedback forms.
• Prepare all event materials including delegate badges, feedback forms, sign-in sheets, event signage, header slides etc.
• Set-up and run the event on the day, primarily assisting the speakers with their slides and ensuring the smooth running of the conference sessions, but also managing the needs of the delegates and sponsors.
• Create a professional and smooth on-site environment for all participants on the day to ensure attention to detail is upheld and objectives are exceeded.
• Manage all staff on-site to ensure the smooth running of the event.
• Collate delegate and sponsor feedback post-event and circulate delegate feedback to speakers and sponsors.
• Approve/edit the event photos and video.

Requirements:

• Minimum 3 years experience in managing operations and logistics in B2B events/conference.
• Excellent communication skills – written and verbal.
• Competent in event life-cycle and project management, research and attention to detail.
• Proven ability to deliver in a deadline-driven environment.
• Upbeat and positive attitude with an always client-focused personality and with “get it done” philosophy.
• Not mandatory, but will be an added advantage if you have working knowledge of any webinar tools such as ON24, CVENT together with hands-on experience of using them end to end.
• Willingness to travel (this job requires some overseas travel to manage onsite events).

We are an equal opportunities employer who wants to attract qualified applicants regardless of gender, religion, race, national or ethnic origin, cultural background, social group, disability, sexual orientation, gender identity, marital status, age or political opinion. Diversity is fundamental to our culture and we invite you to be part of this diversity!