
Event Manager London, England
Job description
- End to End National and/ or International project management
- Negotiation (Financial, Contractual etc) with suppliers
- Communication with meeting owners
- Operational management of the event database (planning, registration)
- Accurate and timely data management
- Logistical coordination of the event
- Budget reconciliation per event
- Sound Company product knowledge and ability to cross sell products where possible
- Analytical Reasoning – using analysis of today’s meeting data for future event delivery
- Onsite assistance
- Financial and Data Reporting per event, per client
- Additional duties as requested
- Willingness to travel internationally – often at short notice
- Qualifying call with meeting owner to determine requirements of the event
- Identify appropriate venues according to client/event needs and launch of Request for Proposal
- Creation of Client Event Proposal
- Identify appropriate transportation to venue (air, train…)
- Follow preferred suppliers program
- Advise the client about the most suitable options to meet event objectives
- Inform about rejected venues (quality, availability…)
- Communication with suppliers
- Confirm and manage supplier deadlines
- Reminders to customer on supplier deadlines
- Budget creation and management
- Negotiate rates and conditions
- Revenue management to ensure per event profitability
- Coordinate Inspection trip if needed and assistance if required
- Secure meeting owner approval on budget and terms & conditions of suppliers
- Collect required data according to customer policies (POs…)
- Confirm/Cancel venues to suppliers
- Provide feedback to suppliers on cancelled venues
- Secure contracts from suppliers to be signed
- Renegotiate best rates, contract conditions and payment terms
- Sign contracts with suppliers
- Issue timely deposit invoices to customer
- Make required payment to suppliers to ensure bookings
- Identify opportunities to increase income/revenue: new products, additional services, improved services
- Liaise with suppliers
- Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)
- Attendee management
- Direct contact with attendees (if required)
- Reminders to meeting owner on cancellation and attrition deadlines
- Establish plan for transportation from origin cities to venue
- Coordinate transfers at destination
- Advise meeting owner about menu options
- Prepare documentation for attendees:
- Programme / Welcome letter / Badge / Air/Train ticket
- Prepare internal documentation for the event:
- Agenda with milestones and details of the event / Rooming list
- Transfer lists / Contacts
- Prepare meeting signage
- Alert meeting owner with updated budget if it increases more than 10%
- Updated budget to client prior to departure
- Ensure compliance to customer policies
- Issue invoices to customer as per agreement
- Make required payment to suppliers as per ad hoc agreements
- Briefing to onsite assistants/freelance staff
- On site assistance
- Ensure approval is received for any extra service required on site
- Negotiate cancellations/no shows to minimize costs
- Re-negotiate cancellations/no shows to minimize costs
- Refund unused flights where possible
- Prepare specific report per event (transparency, compliance, expenses, savings…)
- Prepare actual Attendee status
- Prepare actual budget with final cost reconciliation
- Prepare final invoice for client or individuals
- Fluent Business English
- Additional languages are a benefit to the role
- Customer care excellence
- Proficiency in Word, Excel and PowerPoint
- Proficiency in “Mail Merge” capability in Word and “Pivot tables” in Excel
- Proficiency in Cvent – data entry, eRFP, reporting, budget
- Minimum of 1-3 years experience in event management
- Flexibility and Ability to adapt
- Able to work well in a Team
- Used to working under pressure
- High level of attention to detail
- Willingness to travel internationally – often at short notice
Location
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