ICTMM Events Manager in City of Westminster

The ICTMM Events Manager has responsibility for coordinating the development and delivery of ICTMM 2028 at RSTMH, working with the RSTMH team, the PCO, the event venue ACC Liverpool, IFTM, and other suppliers. The role is based at RSTMH and starts on a part-time basis, moving to full-time 17 months before the event. The role requires an able self-starter who understands the logistics and considerations of running a scientific, abstract-driven event of 1,500+ attendees, of working with a PCO, and of educational events attended by a high number of international guests. There will be some travel to Liverpool and some overnight stays before and during the event. Excellent event and project management skills, communication and relationship-building skills, and strong organisation and attention to detail are required. The role involves developing an events strategy as well as handling queries about ticket sales and sponsorship. There are opportunities for partners to deliver events at the same venue, which are also the responsibility of the events manager.

Current expected timings are:

• 1 April 2026 to 31 March 2027 - 21 hours/3 days per week
• 1 April 2027 to 30 September 2028 - 35 hours/5 days per week

Up to 1 April 2027 the role will be office-based in our London (Bloomsbury) offices, with flexibility to set your own days between Tuesday to Fridays (core hours 10am – 4pm). The role may require work in the evenings or weekends and potential time staying in Liverpool.

Main Responsibilities

• Develop a comprehensive project plan for all aspects of ICTMM 2028, working with the PCO, and ensure all stakeholders meet deadlines leading up to the event.
• Coordinate stakeholders working on ICTMM 2028, ensuring all are up to date with progress and relations run smoothly – including RSTMH, PCO, conference venue, IFTM, ICTMM Strategic, Sponsorship and Scientific Committees and other third parties.
• Work with RSTMH CEO to recruit Scientific Committee Chairs and members, develop a long list of partners and sponsors for funding and support, and develop legal agreements for these.
• Develop and disseminate accurate and timely content about ICTMM through a dedicated website, a dedicated newsletter and other marketing materials, which is high quality and accessible.
• Work with the RSTMH CEO and PCO to deliver sponsorship and other financial support for the event.
• Help coordinate meetings of the ICTMM Committees where needed.
• Assist the PCO with activities to maximise attendance at the event.
• Help organise travel and accommodation, plus assist with visas for speakers and sponsored attendees.
• Oversight and responsibility for the budget and re-forecasting of income and expenditure for the event.
• Work with the PCO on the logistics of the event management (e.g., exhibition space and registration).
• Assist RSTMH and the Scientific Committee to secure plenary speakers, assisting with logistics.
• Establish and manage a system to monitor and evaluate progress towards ICTMM 2028.
• Manage all ICTMM event enquiries that come through to RSTMH and forward to the relevant team.
• Develop systems and processes to ensure we capture all data from ICTMM into our CRM.

Qualifications and Skills

• Strong event and project management and organisational skills.
• Excellent problem-solving skills with a proactive approach and mind-set.
• Excellent communication skills, both written and verbal.
• Experience working on long-lead times for large events, with involvement in all aspects of the event planning process.
• Brilliant time management and task prioritisation skills.
• Meticulous attention to detail.
• Good writing skills and ability to produce creative content.
• Relationship-building skills, able to inspire others and bring them with you.
• Professional and articulate, and an experienced team player.
• Interest in tropical medicine and international health.
• At least 3 years’ proven track record of managing and delivering successful national and, ideally, international events (attendance, budgets, sponsorship).
• Understanding or experience in coordinating events of the scale and diversity of ICTMM 2028.
• Experience working with PCOs, Committees, and ideally Board members and high-profile speakers.
• Numerate with experience of budget management including forecasting and financial monitoring.
• Experience of working with a CRM system, running reports and analysing data as needed.
• Willingness to work unsocial hours, and to travel outside of London, with reasonable notice.

About the Organiser

The Royal Society of Tropical Medicine and Hygiene (RSTMH) is a charity that supports members who work in, or are interested in, tropical medicine and global health. In September 2028 it is hosting the International Congress for Tropical Medicine and Malaria (ICTMM) on behalf of the International Federation for Tropical Medicine (IFTM), in Liverpool, UK. ICTMM 2028 expects to receive over 1,500 attendees, with over 40% from outside Europe. It is an educational meeting with content driven by abstracts. The event is being delivered by RSTMH with the support of a Professional Conference Organiser (PCO).