Event Planning Manager in London

Company Overview

The Conduit serves as a home for people passionate about achieving positive social, environmental and economic change. Our community shares our belief that the world’s most pressing problems are better understood as opportunities waiting for entrepreneurial solutions. The Conduit’s mission is to convene a collaborative community that scales and accelerates solutions to the world’s greatest challenges and provide its community with a physical home, with industry-leading sustainable and ethical hospitality, where creativity and innovation can flourish. Our members are from all over the world, from all sectors and industries and are representative of the world we live in.

Role Summary

The Event Planning Manager will organise the confirmed bookings of new and existing accounts for the Conduit event business so that agreed annual budget and targets are met, whilst acting as an exemplary colleague to other Event Sales team members. This will include a proactive approach to gathering of information, organisation of detail and sharing of plans. The role will assist with the organisation of both corporate and private events, typically exclusive bookings, from private dining, conferences, seasonal parties & weddings.

Key Responsibilities

• Event planning: Lead the planning of confirmed events, including those for key stakeholders - in-house tenants, Impact Partners and influential membership accounts, plus private celebrations & weddings. Support the Senior Planning Manager on complex bookings when required. Act as the primary planning contact once clients are handed over from Event Sales, providing clear timelines, templates, and key information. Schedule and lead planning calls, maintaining clear communication with clients throughout. Host professional site visits, planning meetings, tastings, and rehearsals where appropriate. Maintain a strong understanding of venue capabilities to ensure realistic expectations and smooth delivery. Maintain strong relationships with key suppliers, collating competitive quotations from external suppliers when needed, and manage any contracted services including generating POs and arranging payment of invoices. Proactively propose up-selling or cross-selling opportunities to maximize revenue and improve guest experience. Aim to achieve a minimum of 10% in upsells on your own events. Ensure balance invoices & top-up invoices are issued promptly, and client payments are received on time. Encourage online payment for events of up to £10,000, to reduce aged debt.
• Banqueting Event Orders (BEOs): Collate all details on CRM (Tripleseat) regarding event plans including special instructions, agendas, AV requirements, set up requirements, guest list details. Ensure food and beverage orders are clearly communicated on Banqueting Events Order (BEO) including allergens so that Kitchen teams are well informed and able to make accurate orders. Use all known information to create exemplary Banqueting Events Order (BEO) that contain all relevant information needed for the Event Operations team to deliver industry-leading events. Adhere to Event Sales team SOPs (Standard Operating Procedures) around input of BEO throughout. Co-chair weekly BEO meeting with Senior Planning Manager to brief all relevant departments on expectations around event delivery. Use feedback shared at meetings to make adjustments with clients and maintain shared expectations across all parties.
• Client & Supplier Coordination: Maintain regular client communication, responding promptly to queries and changes. Meet and greet allocated clients on arrival, typically between 9am–6pm, and support Ops team with initial client handover. Book and manage external suppliers where required, including checking relevant insurances, invoicing and payments. Manage supplier set up timings / client deliveries in line with site capacity and events terms & conditions.
• CRM, Administration & Process: Demonstrate exemplary use of CRM system (Tripleseat) so that venue diary is well managed, account details are correct and so there is effective inter-team communication regarding confirmed events. Use CRM system to maintain excellent client database. Run daily figures and support with Stand Up meetings at your allocated times. Collate event collateral and updates for the daily “Drop” and carry out The Drop on your allocated dates. Generate and circulate Tripleseat reports where needed.
• Sales & Enquiry Support: Support Event Sales Managers by assisting with enquiries, site visits, contracts, and invoicing when required. Support networking events, FAM trips, and industry activity when needed. Support Event Planning Executive with Members & Investor events where required.
• Team & Continuous Improvement: Contribute ideas to improve event planning processes and service delivery. Conduct competitor and market research when requested. When needed, support with the preparation of event collateral such as menus, signage, and place cards.
• Customer Service & Values: Deliver consistently high standards of customer service aligned with The Conduit’s values. Build strong relationships with internal teams, Members, Investors, and partners. Escalate complaints appropriately and support resolution. Act as an ambassador for The Conduit, championing sustainability, inclusion, and positive social impact.
• General: Support the day-to-day running of the Events office. Mentor and support junior team members and interns. Adhere to all company policies and procedures. Undertake additional reasonable duties as required to support the business.

Skills & Experience

• 2 - 3 years of relevant work experience in similar position
• Excellent written and oral communication
• Highly organised with exceptional attention to detail
• Natural leadership abilities
• Proficient with Microsoft Office
• Experience working within CRM systems (Tripleseat would be preferable)
• Network of highly influential and high achieving contacts
• Background – either professionally or personally – in the social impact world.

Key Competencies

• Communication
• Teamwork
• Solutions Focused
• Compassionate
• Creativity & Innovation