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- Tasks: Lead the planning and delivery of a major international academic conference in Central London.
- Company: Join a dynamic team dedicated to hosting high-profile academic events.
- Benefits: Enjoy flexible working hours and opportunities for professional development.
- Why this job: Be part of an exciting event that connects scholars and professionals globally.
- Qualifications: Experience in event management and strong organisational skills are essential.
- Other info: Willingness to work extra hours leading up to the event is required.
The predicted salary is between 36000 - 60000 £ per year.
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.
Conference Manager employer: JR United Kingdom
Contact Detail:
JR United Kingdom Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Conference Manager
✨Tip Number 1
Network with professionals in the academic events sector. Attend related conferences or workshops to meet potential colleagues and industry leaders who can provide insights and possibly refer you to opportunities.
✨Tip Number 2
Familiarise yourself with the latest trends in conference management technology. Being knowledgeable about tools for registration, attendee engagement, and virtual event platforms can set you apart from other candidates.
✨Tip Number 3
Showcase your organisational skills by volunteering to manage smaller events or projects. This hands-on experience will not only enhance your CV but also give you practical examples to discuss during interviews.
✨Tip Number 4
Research the specific conference you would be managing. Understanding its history, audience, and key stakeholders will demonstrate your commitment and enthusiasm for the role during any discussions with us.
We think you need these skills to ace Conference Manager
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in conference management and event coordination. Emphasise your organisational skills, ability to manage logistics, and any previous roles where you oversaw large events.
Craft a Compelling Cover Letter: Write a cover letter that showcases your passion for academic events and your specific qualifications for the role. Mention your experience with managing attendee registration, coordinating with speakers, and handling logistics to demonstrate your fit for the position.
Highlight Communication Skills: In your application, emphasise your communication skills. Provide examples of how you've effectively liaised with various stakeholders, drafted official communications, and managed enquiries in previous roles.
Showcase Financial Acumen: If applicable, include details about your experience with budgeting and financial tracking for events. Mention any tools or methods you’ve used to monitor income and expenditure, as this is crucial for the Conference Manager role.
How to prepare for a job interview at JR United Kingdom
✨Showcase Your Organisational Skills
As a Conference Manager, your ability to organise and manage multiple tasks is crucial. Be prepared to discuss specific examples from your past experiences where you successfully coordinated complex events or projects, highlighting your attention to detail and time management skills.
✨Demonstrate Strong Communication Abilities
Effective communication is key in this role. During the interview, emphasise your experience in liaising with various stakeholders, such as speakers, attendees, and suppliers. Share examples of how you've handled inquiries or resolved issues to showcase your interpersonal skills.
✨Familiarise Yourself with Technical Requirements
Since the role involves overseeing AV logistics, it's beneficial to have a basic understanding of technical equipment used in conferences. Brush up on common AV setups and be ready to discuss how you've managed technical aspects in previous events to demonstrate your competence.
✨Prepare for Scenario-Based Questions
Expect scenario-based questions that assess your problem-solving abilities. Think about potential challenges you might face while planning a large conference and prepare thoughtful responses on how you would address them, showcasing your proactive approach and adaptability.
