Sector: Creative Agency
Title of role: Event Travel & Delegate Coordinator
Reporting to: Event Operations / Project Management Team
Location / Office address: London (Hybrid)
WFH / Office / Remote: Hybrid
Working hours: Not specified, with flexibility required for event delivery and occasional out-of-hours work
PT / FT: Full-time
The opportunity:
An award-winning events and brand experience agency is seeking an organised and client-focused Event Travel & Delegate Coordinator to support the delivery of high-profile UK and international events. This role is ideal for someone who enjoys managing complex logistics, liaising with stakeholders, and ensuring a seamless delegate experience from registration through to post-event reporting.
Responsibilities include coordinating attendee travel and accommodation, managing registration platforms and event communications, maintaining delegate data, preparing travel documentation, supporting onsite event delivery, and producing post-event reports and reconciliations. The role also involves supplier liaison, budget administration, and working closely with event delivery teams to ensure successful project outcomes.
Key requirements:
- Previous experience in events, delegate management, travel coordination, or event logistics
- Strong organisational skills with the ability to manage multiple projects simultaneously
- Experience coordinating delegate registration, travel, accommodation, and attendee communications
- Excellent stakeholder management and client-facing communication skills
- Strong administrative, reporting, and data management capabilities
- Confident working with budgets, invoicing, and financial reconciliation
- Advanced Microsoft Office skills, particularly Excel
- Ability to remain calm under pressure and adapt to changing priorities
- Willingness to travel and support live events in the UK and internationally
Desirable:
- Experience in an events agency, incentives, travel, or corporate events environment
- Venue sourcing and supplier negotiation experience
- International event delivery experience
- Knowledge of travel-related financial processes and compliance requirements
Benefits:
- 25 days annual leave plus bank holidays
- Additional birthday leave
- Private healthcare (following probation)
- Pension scheme
- Life assurance
- Cycle-to-work scheme
- Hybrid working
- Regular team social events
Ideal for:
A detail-oriented graduate or early-career events professional looking to build experience in delegate management, travel logistics, event operations, and client services within a fast-paced agency environment.
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Event Travel & Delegate Coordinator - Creative Agency employer: The Event Academy
As a Group & Events Coordinator at our luxury 5-star hotel in Mayfair, you will thrive in a vibrant and supportive work culture that prioritises employee growth and development. With extensive training opportunities and the chance to work in a prestigious environment, you will enjoy competitive benefits while being part of a dedicated team that delivers exceptional events and experiences for our clients.
