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3 months ago
Future PLC
Location: London
Job type: Permanent
Category: Event Marketing Jobs
Future’s Events business has grown significantly from two events in 2012 to over 40 events in 2018. This growth has been achieved both organically and through acquisition. The events we run include the National Homebuilding and Renovating Show, the Photography Show, the Music Week Awards and Generate conferences.

Job Summary & Purpose

Event Executives are responsible for the operational and logistical management of approximately 12 events per annum including conferences and awards ceremonies within the Future plc portfolio to ensure the smooth delivery and quality customer experience of each event within a set budget.

Key tasks and responsibilities

Reporting to the Head of Event Operations based in London Bridge, the role of Events Executive shall include but not be limited to:

Administration

* Researching venues and negotiating their costs for events where required and presenting different options to the management team for them to book.

* Liaising with venues on room set-up, food & beverage requirements and audio-visual equipment

* Liaising with audio-visual suppliers for equipment (stage, microphones, sound system, laptops) and technical support

* Negotiate with suppliers to keep costs at a minimum

* Organise any necessary site visits, tours, cocktail receptions, gala dinners

* Maintain budgets and prepare final costs for each event

* Corresponding in a professional manner with all speakers once they have confirmed their participation at an event and, where necessary, coordinate their travel & accommodation arrangements, obtain their course materials and their audio-visual and payment requirements

* Collating speaker presentation materials for at the event

* Preparation of materials to be used during the event (print badges, lists, delegate packs, certificates)

* Corresponding in a professional manner with all sponsors once their contracts have been confirmed, ensuring their smooth participation in the event according to deliverables as defined in sponsorship contracts

* Corresponding in a professional manner with all event attendees before, during and after the event

* Adhering to the duties and deadlines as set out by event best practice and event checklist

* Communication of deadlines and requirements internally in a prompt and professional manner, ensuring the event life cycle runs efficiently and on time

* Collation of all video material (nominee photos, logos and footage) by set deadlines, and distribution of video material to video producer and hosts as agreed in advance

On-site

* Interaction with speaker, sponsors, exhibitors and delegates

* Coordination of on-site staff and other resources to ensure the smooth running of the event:-

room set-up

stage build

audio-visual

food & beverage

registration

presentations

General

* Liaise with other departments when required

* Promote good customer care

* Take responsibility for own learning and development

* Take an interest in the wider Future business with the aim of identifying and understanding the different departments

* Perform any other duties commensurate with the grade and level of responsibility

* Willingness to work longer than normal office hours

* Ability and willingness to travel

* Practice good time management

Essential skills and experience

* Good written and verbal skills with the ability to analyse budgets

* Proven experience working on B2B events

* Thrives under pressure and is proactive at coming up with solutions

* The role requires a personable and dynamic individual who is independently minded and self-motivated

* Gravitas, credibility and strength of character – acting as a role model for the business values and behaviours to the wider Future staff

* Future is a business of 700+ people, the successful candidate must be a hands on team player who shall be key in the event development of the business

* Good written and verbal skills

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