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6 months ago
Centaur Media
Location: UK
Job type: Permanent
Category: Event Marketing Jobs
Job Description - Event Co-ordinator

Position Title: Event Coordinator

Market Group: Centaur Media & Events

Brand Portfolio: Conferences, non-exhibition events and awards

Reports To: Senior Event Manager

Works with: Suppliers, Venues, Centaur’s Marketing Department, Design Team, Commercial Teams, Editorial Teams, Conference Production.

Direct Reports: N/A

Office Location: London


Centaur Media is a main market listed company, primarily based in the UK with approximately 600 employees in offices in Central London and Portsmouth. We are a multi-platform content and services business that provides businesses and individuals with knowledge, tools and opportunities to improve their performance. We show specific global communities how they can achieve excellence, measure and benchmark their performance and celebrate success. Centaur generates market intelligence and insight which enables them to plan and prepare for future trends.

Purpose of Role

The job holder is responsible for supporting the Event Manager in the planning and delivery of a variety of annual and bespoke events – from industry-leading awards ceremonies, to meetings, conferences, and parties - on behalf of Centaur’s brands. A keen eye for detail and the ability to multi-task are essential in this role. They will report directly to the Event Manager for all day-to-day activities, and work closely alongside the Manager at each stage of planning.

Key Accountabilities

* Researching suitable venues, hosts/speakers and entertainment for events, under the direction of the Event Manager

* Adhering to, and maintaining project plans (Critical Date pathways)

* Building online booking forms for each event (for entries, table bookings, delegate bookings etc), in line with Centaur’s data protection compliance

* Working with the marketing and design teams in the implementation of the marketing campaign for each event

* Working with the Event Manager to negotiate with and contract suppliers (e.g. audio visual, venues etc) including continued correspondence in the lead up to the event

* Liaising specifically with the production/AV supplier in pre-production and assisting with the staging requirements for the event, as required by the Event Manager

* Assisting the Event Manager in venue liaison e.g. menu selection, table planning etc

* Liaising with event sponsors to ensure that their package is honoured and their branding reproduced to their satisfaction on all relevant event literature

* Dealing with incoming enquiries for events and corresponding with entrants, judges, table bookers and sponsors

* Managing judging processes, including those requiring the logging and management of physical material / samples

* Working with the Event Manager and the design team to produce high quality event literature, including thorough checking of all copy e.g. tickets, programmes etc, requiring a sound knowledge of print processes

* Co-ordinating the production of all event signage with the appropriate branding & messaging

* Attending meetings with clients and producing minutes for all meetings as necessary

* Acting as the first point of contact for clients in the absence of the Event Manager

* Resolving problems and escalating to Event Manager as necessary

* Ensuring all administration for the event is completed in a timely and accurate fashion, to include processing/cataloguing of entries and table/delegate bookings, ensuring all revenue (including sponsorship) for the event has been processed correctly

* Booking local hostesses and briefing them accordingly

* On site event management - specific responsibilities (allocated by the Event Manager) to include: overseeing the production team, briefing and liaison with hotel staff, co-ordination of sponsors, co-ordination of temporary staff, ensuring table plans are correct and adhered to etc

* Taking on additional or specialist tasks/responsibilities under the direction of the Event Manager or Head of Events to aid the smooth running and development of the Department as a whole

* Sharing best practice across the events teams

Subject to experience, the candidate may have the opportunity to take a leading role in organising some of the events in the team’s portfolio including venue contract negotiations and budget management

Key Skills & Knowledge

* Minimum of 1 year experience of organising events OR specific Event Management qualification

* Proficient use of Microsoft Office

* Proven ability to handle multiple deadlines

* High levels of numeracy and accuracy, with excellent attention to detail and highly developed verbal and written skills

* Excellent communication skills, a confident and professional telephone manner and a friendly, personable approach are essential

* Good organisational and time-management skills are vital, as is the ability to prioritise and use own initiative in this busy, fast-paced environment.

* The position would also benefit from a flexible and positive, helpful attitude


* Bachelor’s degree preferred; significant work experience can substitute for this

* Experience with Eventsforce

Key Competencies

* Planning and organisation

* Attention to detail

* Accuracy

* People management

* Relationship management

* Initiative

* Drive

* Persuasive communication

* Creativity

* Financial acumen

* Ability to multi-task

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