Event Coordinator

A well respected membership organisation within the science and medicine community is looking for an Events Co-ordinator. The Events Co-ordinator role supports and works with meetings team, meetings committee and other colleagues as required toensure the effective delivery of the meetings and events. This role will have responsibility for networking events, lectures (200 guests), workshops (120 dels) and as part of the team on their annual event with 2000+ delegates.

Responsibilities

• Acting as a first point of contact for all conference and event related queries, including dealing with and directing queries
• Management of the enquiries inbox and fielding calls where necessary, staying abreast of organisation and team activities, and identifying cross-cutting projects in order to serve members.
• Co-ordinating travel and accommodation for speakers and staff attending events and ensuring expenses policies are adhered to.
• Managing the relationship with the appointed travel agent.
• Supporting other teams in the arrangement of internal and external meetings including assisting with travel where necessary.
• Working with the Education and Policy team to deliver the logistics of workshops.
• Working with the relevant team members to plan award presentations at events, ensuring winners are registered and co-ordinating onsite arrangements.
• Producing statistics and feedback reports, for circulation to Meetings Committee or senior staff as required
• Assisting with abstract-related work, setting up submission sites and liaising with authors. Training in abstract management will be provided.
• Supporting the management of the annual conference and other larger events through leadership on sections of the events such as registration, AV or catering.
• Working with the Marketing & Communications Team to ensure content for the meetings and events is up to date and ensuring events are promoted through appropriate social media channels.
• Production of event materials such as signage, delegate packs and badges.
• Working with the Meetings & Events team, producing event project timelines, and helping to ensure those timelines are adhered to.
• Use of CRM systems and other software to register and manage delegates, process payments, produce reports, communicate with members, add content to event apps and gather feedback

The successful candidate will have at least two years' experience of co-ordinating association/membership events, Experience of selecting and negotiating with venues, AV, design and print and catering suppliers and will have good people skills, with the ability to work with stakeholders at different levels and professions. An interest in the healthcare sector would be an advantage.