Event Operations Coordinator

We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

Why work at Informa   

Employee experience is very important to us at Informa. On top of joining a supportive, diverse and ambitious team that welcomes all types of candidates. We are also flexible with different working patterns and prioritises promotions internally. Our benefits include:  

• Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive, and we support a range of working patterns
• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks 
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
• Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year 
• Competitive benefits, including a 401k match, health, vision and dental insurance, parental leave and an ESPP offering company shares at a minimum 15% discount 
• Compensation for this role is between $55,000 - $60,000 per anum
• This job advertisement will expire on 01/21/25

Reporting into the Senior Delivery Manager, the Delivery Coordinator gives you the opportunity to become highly skilled in delivering best in class hybrid and physical events across the Global Finance vertical. This will be a varied role giving exposure to all aspects of event delivery so you can see how an event moves through its life cycle from research and planning to delivery and evaluation.  

Opportunity to development within the team and gain experience in more aspects of delivering an event. Included but not limited to sponsor and exhibitor delivery, conference delivery, digital and awards ceremony operations.

Travel to events will be essential as part of this role to support the running of the event in an efficient and effective way.  

Success in this role will be delivery of high quality, cost-effective and sustainable event experiences to agreed KPI’s and achieving ongoing product improvement reflected in customer satisfaction and NPS scores.  

Responsibilities

Pre-event coordination (55%)

• Accountable for full speaker management – including but not limited to: initial contact letter, gather and communicate hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, maintenance of speaker and sessions details across various online platforms, collaborate with production team on changes to agenda
• Management of the speaker budget of an event, paying invoices where needed and booking travel and accommodation.
• Full ownership of the speakers’ journey and experience, answering questions and fulfilling requests.
• Ownership for the digital delivery of allocated events – tasks include platform build, attendee uploads, permissions, project managing the full team on the delivery, trouble shooting and feedback.  
• Develop to supporting on the sponsor and exhibitor management. Task would include; maintaining accurate sponsor and exhibitor log based on signed contracts, build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, both physical and hybrid elements of the event.
• Build strong relationships with Sales to provide clear guidance on the commercial opportunities at the events, research new opportunities based on venue and location.
• Organise signage creation and production for conferences.
• Progress to leading own small events within the vertical, including awards ceremonies; Organising venues, AV, registration, F&B and Health & Safety and Sustainability.
• Supporting the wider team on all aspects of the event execution.
• Maintain strong customer service with response times set at less than 24 hours.
• Prepare, proof, organize production and arrange delivery of necessary materials for conference and/or expo onsite documentation.
• Work with centrally procured vendors to research and order necessary deliverables. 
• Help team to ensure all Health & Safety requirements are met.
• Help to embed sustainability into every event in line with Informa’s FasterForward approach.
• Attend event planning meetings, presenting clear and concise updates, identifying and addressing any impacts to the event and proposed resolutions.

During the event (20%)

• Travel to in-person events, up to 7 days for load in, live event and break down.
• Be the main point of contact for speakers during the event.
• Arrange, set up and manage pre-planned details and requests from speakers.
• Manage onsite requests from speakers.
• Act as the main contact for AV vendor while onsite.
• Oversee onsite conference operations and troubleshoot any issues or changes onsite.
• Oversee onsite sponsor / exhibitor operations and troubleshoot any issues or changes onsite.
• Supporting exhibitors with the lead retrieval device access and management.

• Complete and comply with onsite Health and Safety procedures.

Post-event admin (10%)

• Distribute presentation material and/or recordings from the event for attendees.
• Check and manage payment for speaker and/or event material invoices.
• Communicate final speaker and/or sponsorship costs with Ops lead and manage event costs in the budget.
• Fulfil any post-event sponsorship deliverables as necessary.

Other (15%)

• Coordination with the wider Smart Events Delivery Team of digital products as required for hybrid events.
• Performance of special projects in collaboration with other teams as requested.

Required Experience & Skills 

• An understanding of how to successfully deliver world class hybrid and live event experiences would be advantageous.  
• A strong communicator who can confidently liaise with all levels internally and externally.  
• Tech savvy and willing to adopt and embrace new technologies.  
• Detail-oriented, excellent written and verbal skills, extremely organized.   
• Understanding of how to use data in decision making. 
• You are adaptable to change and a fast-paced environment.  
• You are ambitious, influential and pay close attention to detail.  
• Positive can-do attitude. You relish a challenge and are confident finding solutions to problems.
• Well versed in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat & Microsoft Outlook.   

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at LifeAt.Informa.com

We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application. 

At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information. 

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