Conference Logistics Coordinator

Ortolan Group PLC
£29000 - £31000 per annum + Benefits
08 Aug 2017
25 Aug 2017
Contract Type
Full Time

Conference Logistics Coordinator
GBP 29,000 - GBP 31,000

Our client, the world's leading professional body for qualifications and standards in land, property, infrastructure and construction, is now looking for an experienced Conference Logistics Coordinator to join their existing team.

The main purpose of the role will be to plan and deliver a portfolio of conferences, seminars, workshops, award ceremonies & dinners to an agreed plan and budget with specific focus on the West Midlands region. Delivering a programme of approximately 15 events and organising approximately 50 one-hour seminars a year, both in the UK and internationally. Facilitate the organisation achieving targets in commercial revenue and membership training and education.

Key Achievements & Responsibilities:

  • Venue management - secure suitable venues, negotiate competitive rates and manage venue requirements for each event
  • Conference logistics - conference administration, set up of conferences in event software, catering, preparation of conference documentation, attendance lists and badges and producing event apps
  • Technical production - procurement and management of stage sets, technical equipment and technical support for conferences
  • Speaker administration - organising speaker travel, coordinating speaker presentations and papers
  • On-site management - coordinating the conference on-site, staffing the registration desk, managing the venue, ambassador for the organisation
  • Budget management - setting budgets and delivering within agreed budget
  • Sponsorship management - ensure that all sponsors' requirements are delivered at the event.
  • Marketing - Preparing promotional content for their website and marketing collateral and marketing of regional dinners
  • Supplier management
  • Travel management - flights, visas and airport transfers
  • Stakeholder management
  • Delegate management

Required experience:

  • Experience as a logistics/event coordinator within a commercial conference organisation and/or membership organisation
  • International Conference Experience - organising and managing the logistics in countries outside the UK
  • Stakeholder management
  • Strong project management skills - delivery on time and within budget
  • Customer focused, ability to build working relationships
  • Good interpersonal skills
  • Good communicator
  • Negotiation skills
  • Problem solving ability, creativity, drive and entrepreneurial spirit
  • Marketing - design, print and proof-reading
  • Willing to work under pressure
  • Knowledge of using emerging IT applications in event management
  • Attention to detail
  • Experience of running international events is desirable.
  • Experience of procurement and supplier management
  • Previous experience of marketing and sponsorship also desirable
  • A can-do attitude, and willing and able to work flexible hours and travel within UK.

By applying for this role, your details will be sent to Ortolan People, who are acting as consultants for the hiring company. Ortolan People are engaged to provide recruitment support in processing applications. We will endeavour to respond to all applicants within three working days. Occasionally for roles with a very high volume of applicants, this may not be possible.

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