Delegate Manager

Delegate Manager / Congress & Exhibition Project Manager - MUST HAVE EVENTS AGENCY EXPERIENCE

London Hybrid 3 office days.

A leading events agency is looking for an experienced Delegate Manager or perhaps you were previously a Congress & Exhibition Project Manager but love Delegate Management to join its team.

This is a fantastic opportunity for someone with strong delegate management experience, ideally within healthcare, pharmaceutical or congress environments, who is confident managing multiple projects and enjoys working across the detail of event delivery.

The role will involve taking ownership of delegate management and logistics across a range of congresses, exhibitions, meetings and events, working closely with clients, venues and suppliers to ensure a seamless experience from registration through to onsite delivery.

Key responsibilities:

• Manage delegates for large-scale events, including registration, accommodation and delegate communications.
• Manage multiple events and projects simultaneously, ensuring deadlines and deliverables are met.
• Set up and manage registration websites using platforms such as Cvent, EventsAir or similar.
• Manage delegate inboxes and respond to queries in a professional and timely manner.
• Prepare rooming lists, transfer manifests, banqueting event orders, departure notices, welcome letters and other event documentation.
• Produce regular registration and delegate reports across different platforms.
• Liaise directly with clients, external experts, delegates and key stakeholders.
• Manage relationships with third-party suppliers including venues, congress organisers, housing bureaus, DMCs, transport providers, banqueting teams and concierge services.
• Attend planning meetings, taking responsibility for minutes, actions and follow-up.
• Work collaboratively with wider project and logistics teams to deliver events successfully.
• Attend events onsite, including occasional overseas travel, to manage delegate and logistics delivery.
• Identify and escalate any issues or concerns promptly.
• Support with budgets, financial administration and post-event reconciliations.
• Take ownership of tasks while maintaining a high level of organisation, accuracy and attention to detail.

We’re looking for someone who has:

• Solid experience in delegate management, congresses, exhibitions or event logistics.
• Experience within pharmaceutical, healthcare or medical events would be highly advantageous.
• Strong knowledge of delegate registration platforms such as Cvent, EventsAir or similar.
• Experience managing registration and accommodation for multiple events.
• Excellent attention to detail and highly organised working methods.
• The ability to manage multiple projects, deadlines and priorities simultaneously.
• Excellent written and verbal communication skills.
• Confidence communicating with clients, delegates, suppliers and senior stakeholders.
• An understanding of budgets, finance and reconciliations.
• The ability to work independently while also being a strong team player.
• A calm and methodical approach, with the ability to work effectively under pressure.
• A positive, flexible and proactive attitude.
• Flexibility to travel internationally and work occasional evenings, weekends and unsociable hours when events require.

The role is hybrid and based in Southeast London.

If you’re an experienced Delegate Manager, Delegate Executive, Delegate Coordinator, Logistics Manager, Congress Project Manager, Exhibition Project Manager or Event Logistics professional with strong delegate experience and are looking for your next opportunity, we’d be keen to hear from you.

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