Special Events Manager

London (Greater)
circa £30k
13 Sep 2017
20 Sep 2017
Special Events Manager
Event Operations
Full Time
Contract Type
Job Role
Event Manager

The Opportunity

We have an exciting opportunity in the Gaming team for a Special Events Manager. You will be responsible for organising events such as drinks/dinner receptions, VIP/exhibitor parties and all other networking functions across the portfolio.

As Special Events Manager you will oversee the customer journey and look at ways to enhance our VIP offering so exceptional customer service skills is a must. You will manage 1 Customer Service Executive and work together with them on events such as ICE Totally Gaming, EiG, ICE Africa & WrB ensuring excellent customer service is delivered at all times.


  • Manage the operational delivery of all special events throughout the year from conception to completion
  • Work with Customer Service Exec to source and book venue for VIP dinners, drinks reception, parties etc
  • Invite attendees to each event
  • Create briefing packs for onsite hostesses, ensuring they are briefed and managed effectively onsite
  • Liaise with key stakeholders & associations and ensure all requirements are fulfilled
  • Responsible for logistics of seminars onsite & speaker liaison
  • Responsible for VIP programme – creating packages, liaising with VIP’s, onsite management.
  • Work with Customer Service Exec on key accounts on client invites.
  • Liaison with marketing on VIP reg process
  • Post show reporting
  • Arranging Association meetings
  • Exhibitor meeting rooms, liaise with exhibitors once room has been booked for set-up requirements etc. Point of contact during build and open
  • Responsible for liaising with Key Industry groups, including Associations and Exhibitors ensuring their needs are fulfilled across all products
  • Management of event costs to ensure events are delivered to set and agreed budgets
  • Managing contractors and suppliers
  • Contract negotiation with venues, catering, signage suppliers
  • Ordering of furniture/AV equipment onsite
  • Developing an understanding of health & safety principles and ensuring all parties are compliant.  Assisting with all show health & safety related documentation and constantly looking to improve knowledge and experience in this area


  • Responsible for 1 direct report - Customer Service Executive
  • Set clear objectives and ensure appraisals are completed on time
  • Coach and develop Customer Service Executive


  • Assisting the Head of Operations with any other ad hoc tasks as required
  • Organising internal and external meetings and events for the department
  • Travel booking for Managing Directors and wider team when needed
  • Minute taking and transcribing
  • Team administrator – IT support liaison, desk moves
  • Budget Management
  • Expected to travel worldwide
  • Support Senior Management Team
  • Regularly research and update the regulators database
  • Organise networking events both in the UK and overseas, including networking breakfasts, lunches, evening parties Champagne Receptions and VIP dinners
  • Venue sourcing in the UK and overseas
  • Supplier sourcing and liaison
  • Raising PO’s and invoice processing


  • Working with hotels and/or venues
  • Strong customer service skills
  • Managerial experience
  • Experience organising live events
  • Exhibitor, speaker, VIP, sponsor management experience
  • Financial experience/Budgetary controls
  • Knowledge of venue contracts / terms & conditions
  • Managing travel arrangements
  • Meeting deadlines and resolving problems under pressure
  • Organised and methodical
  • Excellent negotiation skills
  • Strong social and communication skills
  • Able to deal with a broad range of people
  • Self-motivated and able to take responsibility
  • Able to work within a team
  • Adaptable
  • Problem solver
  • Excellent attention to detail
  • Able to manage time effectively
  • Ability to work in a fast paced environment & work calmly under pressure
  • Good use of Microsoft office, Excel, power point

Similar jobs

Similar jobs