Alpha Events Coordinator in London

Description

We are looking for a highly organised and proactive Events Coordinator to join our Events team.

This role will support the planning and delivery of Leadership Conference (LC), associated conference events, and a range of London-based Alpha events such as Alpha Collective and Experience Alpha.

You will coordinate speakers, worship teams, logistics, volunteers and event administration, ensuring every detail is delivered to a high standard.

The successful candidate will thrive in a fast-paced environment, enjoy managing multiple priorities, and be passionate about creating outstanding event experiences.

Some of the key responsibilities include

• Speaker & Contributor Management
• Coordinate speaker communications before, during and after events.
• Manage speaker onboarding, including biographies, photographs, contributor forms and requirements gathering.
• Arrange speaker travel, accommodation, transport and itineraries.
• Coordinate speaker contracts, honorariums, gifts and expenses.
• Manage speaker seating, accreditation, passes and ticketing requirements.
• Maintain accurate event trackers and records.
• Support seminar and lab speakers, including Slido management and session logistics.
• Ensure all post-event deliverables are completed, including photos, videos, consent forms and reimbursements.
• Worship Team Coordination
• Coordinate onboarding and logistics for worship leaders and contributors.
• Liaise closely with worship oversight teams regarding schedules and requirements.
• Organise worship hospitality, speaker gifts and resource distribution.
• Support worship teams during event delivery and ensure all administration is completed post-event.
• Event Planning & Operations
• Develop and maintain detailed event day plans and operational schedules.
• Gather and coordinate technical, production and logistical requirements across multiple stakeholders.
• Manage catering, venue bookings and supplier relationships.
• Coordinate site visits and event logistics for external venues.
• Assist with floor plans, venue set-up and operational planning.
• Ensure interpretation and accessibility requirements are fully supported, including BSL provision where required.
• Work closely with Production, IT, Estates, Vergers, Worship, Finance and other internal teams to deliver successful events.
• Support programme implementation and event communications.
• Volunteer & Staff Coordination
• Support volunteer recruitment and engagement.
• Coordinate staffing requirements and event briefings.
• Build strong relationships with volunteers and event teams onsite.
• Ensure all staff and volunteers are equipped with the information they need to fulfil their roles effectively.
• Health, Safety & Safeguarding
• Support the implementation of safeguarding processes and escalate concerns appropriately.
• Ensure health and safety measures are considered and implemented across all events.
• Assist with risk management, compliance and insurance requirements where relevant.
• Leadership Conference Delivery
• Take ownership of key event workstreams during Leadership Conference.
• Develop and execute detailed operational plans for allocated event areas.
• Manage budgets and purchasing responsibilities within assigned projects.
• Identify opportunities to improve processes and increase efficiency.
• Champion Alpha's standards of communication, hospitality and excellence throughout every stage of the event lifecycle.
• Provide additional support to the Head of Events and wider Events team as required.

Requirements

• The following skills and experience form the minimum requirements for the role:
• Committed to the vision of HTB and Alpha
• Large event management experience
• Hard worker that can handle high pressure and workload in the lead up to a large event
• Resilient to keep on going when work gets busy
• Able to juggle large and varied workload
• Tactful and diplomatic
• Flexibility in working hours in the lead up to the event due to trainings, event set up, event days and pack down
• A team player with a flexible attitude
• Excellent attention to detail and strategic thinker

Benefits

We offer a comprehensive benefits package designed to support your wellbeing and work-life balance, including:

• 25 days annual leave (plus public holidays) , which increases with length of service
• Pension scheme contributions
• Employee Assistance Programme for confidential support
• Medicash plan
• Enhanced maternity, paternity, adoption, and shared parental leave
• Access to training and development resources to help you grow in your role