Event Organisers manage the delivery and smooth running of events. These can include conferences, exhibitions, award ceremonies, seminars and/or training courses.
The event organiser is the key point of contact between all the stakeholders including sponsors, exhibitors, speakers, suppliers and internal staff; and is responsible for bringing the event together keeping in mind time constraints, budget and excellent customer relations.
Key tasks and responsibilities include:
Pre-conference
Speaker management – initial contact letter, arranging travel, hotel & technical requirements, obtaining presentation material for conference documentation
Liaison with Bookings Department and delegates and updating the database
Prepare delegate list, badges, and other materials needed at events
Exhibition Logistics – draw exhibition floor plans, manage sponsorship/exhibition clients, and meet all contracted deliverables
Organising event signage, sponsored items, drinks receptions, and site visits
Briefing the venue on required configuration and requirements.
Ensuring all Health & Safety requirements are met
Negotiating with suppliers, including audiovisual, couriers, printers, design companies
Conference documentation - prepare, organise print and arrange delivery
Weekly analysis of delegate bookings
Tight cost control to ensure costs are kept within budget
Arrange networking activities where necessary, such as dinners, speed networking
On Site
Travel to event on site where you will assist the team in the set-up and run registration as well as the overall smooth running of the event
Liaising with the hotel and sponsors to ensure excellent delivery on-the-day
Liaising with on-site Event Producers and Sales Managers
Supplier management e.g. catering, AV, stand contractors
Attend speaker dinners or networking activities where necessary
Post Conference
Prepare cost analysis of event
Check and manage payment for all invoices relating to the event
Ensuring all feedback forms are collected in post-event
Arrange analysis of evaluation form and appropriate distribution
Arrange for presentations to be added to the website
Final bill consolidation, maintaining budgets and processing supplier payments
For entry-level positions, the majority of companies seek candidates who have been educated to degree level or equivalent. Having some previous exposure to events, whether through an internship, part-time work or a placement year is a huge advantage.
Alternatively, those that demonstrate a strong desire to work in events, e.g. via an Events Management degree will also be considered. In addition, exceptional organisational and verbal communication skills are required as is the ability to work in a fast-paced and often deadline-driven environment. Event coordinators working on an international event portfolio will be expected to travel abroad including some weekend work. Flexibility is essential.
