Conference Manager

We are seeking an experienced and highly organised Conference Manager to lead the planning and delivery of a major international academic conference hosted by our client in Central London. The successful candidate will oversee all aspects of the conference, expected to welcome over 200 attendees, including speaker coordination, technical and AV logistics, registration management, and team supervision. This is an exciting opportunity for a dynamic professional with a strong background in academic events, capable of managing complex logistics and delivering a high-profile event to the highest standards.

Conference Management

• Maintain and organise all documentation and files related to the conference.
• Schedule, coordinate, and minute both in-person and online meetings related to conference planning.
• Lead and manage the attendee registration process, ensuring secure and accurate maintenance of delegate data.
• Support the submission, review, and communication processes for academic abstracts.
• Collaborate closely with the Conference Chairs on the development and finalisation of the conference programme.
• Coordinate accommodation arrangements for conference attendees.
• Arrange travel and accommodation for staff requiring assistance, in line with university financial, safety, and sustainability policies.
• Conduct research into potential destinations and venue options, as needed.

Communication

• Serve as the primary point of contact for all conference-related enquiries, responding directly or escalating appropriately.
• Draft and proofread official conference communications, ensuring clarity and consistency of tone.
• Liaise with the university’s events team, suppliers, and contractors to ensure timely and accurate information flow.
• Manage and regularly update the conference website with relevant content and logistical information.

Event Coordination

• Oversee all logistical aspects of the conference, liaising with internal and external venue and events teams.
• Assist with travel and coordination for excursions and technical visits as part of the conference programme.
• Lead the preparation and on-site setup of exhibitor booths, including materials and logistics.
• Produce and distribute essential event documentation (e.g., attendee lists, access/security information, dietary requirements).
• Attend the conference and related events, providing on-the-ground coordination and ensuring smooth execution.
• Ensure all AV equipment and technical requirements are arranged and functioning correctly at university-hosted events.

Finance

• Track and monitor conference-related income and expenditure, providing regular financial updates to the Conference Chairs.
• Liaise with the Research and Finance team to manage purchase orders and respond to supplier invoicing queries.
• Process travel reimbursements and expenses for keynote and plenary speakers.

Other Responsibilities

• Handle sensitive and confidential information with discretion and professionalism.
• Participate in training or development activities as required.
• Undertake additional duties appropriate to the grade and nature of the role, as directed by the line manager.
• Be available for increased working hours or overtime in the lead-up to the event to meet critical deadlines.