Conference and Major Events Manager

ARMA UK

Hours
35 hours per week

About the Organisation

ARMA (UK) is the professional association for research management in the UK. We currently havearound 3,500 individual members from 250 , ranging from universities and research institutes to research funders and the National Health Service. We represent research leaders, managers and administrators, offering professional development and opportunities to build networks, knowledge and skills. We work with UK-wide and international bodies to influence and understand the changing research management agenda, translating the impacts of that change for our members.

We work with others to promote public trust in research, communicating its benefits and value. Most of all, we work to enhance research management as a professional partner in the UK research environment. We provide a wide range of membership benefits and development opportunities, including a comprehensive programme of live and recorded workshops and webinars, virtual study tours in partnership with funders, an annual conference, a comprehensive website, and regular communications, including a weekly e-newsletter and online membership magazine. Our members can join several Special Interest Groups, study for professional qualifications and receive mentoring support.

About the role

The post-holder leads the delivery and execution of our Annual Conference. Subject to the Strategic Plan, they may also be asked to lead other large events such as our awards and Directors Forum.The role includes, but is not limited to, project management, budgeting and financial management, marketing and promotion, sponsorship and exhibition sales coordination, venue selection and contracting, supplier management, speaker liaison, abstract management and delegate administration; working in partnership with the Chair of Conference and Conference Working Group to deliver an excellent programme and outstanding delegate experience. The role holder is also responsible for managing the relationship with our appointed PCO.

Responsibilities

Planning and Coordination Event Planning: 

• Develop comprehensive plans for each conference, including timelines, schedules, and task lists.
• Research, select, and book appropriate venues that meet the needs of the event and attendees.
• Create and manage event budgets, ensuring all activities are within financial constraints

Logistics and Operations Supplier Management:

• Identify, negotiate with, and manage relationships with suppliers (catering, AV services, decorators).
• Arrange travel and accommodation for speakers, staff and volunteers.
• Oversee the relationship with our appointed PCO.Re-tender regularly to ensure good value for money.

Programme Development Content Creation: 

• In conjunction with the Conference Working Group, develop and manage the event programme, including selecting and coordinating speakers, sessions, room allocation and activities.
• Communicate with speakers and presenters to ensure they are prepared and have the necessary resources and guidance.
• Create detailed schedules for all event activities and ensure adherence to timelines.
• Identify and secure event sponsors and exhibitors, managing and evaluating the resulting relationships.
• Organise and facilitate meetings of the Conference Working Group, including setting dates, agenda, issuing papers and minuting meetings.

Marketing and Promotion Event Marketing:

• Develop and implement marketing strategies to promote the event and attract attendees.
• Work with the Marketing Team to design promotional materials, manage social media campaigns, and send email communications.
• Working with our PCO to oversee the registration process, including tracking registrations and responding to inquiries.

Attendee Experience Customer Service:

• Provide excellent customer service to attendees before, during, and after the event.
• Feedback Collection: Collect and analyse attendee and contributor feedback to improve future events.
• Create and facilitate opportunities for attendees to network and engage with each other.

Technology and Innovation Event Technology: 

• Utilised event management software and tools to streamline planning and execution processes.
• Plan and manage any virtual conference offering to ensure a positive experience for remote participants.
• Coordinate audiovisual requirements and ensure all technical aspects run smoothly.
• Stay up to date with the latest innovations in conference and event management.

Compliance and Risk Management Health and Safety:

• Ensure compliance with health and safety regulations, including emergency procedures.
• Identify potential risks and develop contingency plans to address them.
• Arrange necessary insurance coverage for the event.

Reporting and Financial Management Reporting:

• Provide regular and comprehensive progress reports to conference working group and Head of Member Engagement.
• Track all event-related expenses and ensure they are within budget.
• Prepare financial reports and provide insights on
• cost management and profitability.

Skills, Competencies, & Experience

Skills:

• Event Management Skills Managing large-scale events with large budgets, working with PCO companies, and running award selection processes and ceremonies.
• Organisational Skills Project Management, Time Management, Attention to Detail.
• Communication Skills Verbal and Written Communication, Interpersonal Skills, Negotiation.
• Technical Skills Event Management Software, Customer Relationship Management (CRM),
• Marketing Tools and Social Media.
• Financial Skills Budgeting, Financial Reporting.
• Creative Skills Event Design, Problem Solving.
• Leadership and Teamwork Team Management, Collaboration.
• Industry Knowledge Sector Awareness, Networking.
• Customer Service Member Focus, Feedback Management.
• Flexibility and Adaptability Adaptability, Resilience.
• Compliance and Risk Management Health and Safety, Risk Management.
• Technology Proficiency in Virtual Events and AV Equipment.
• Analytical Skills Data Analysis, Surveys and Feedback.
• IT skills, including proficiency in the use of the Microsoft Office suite.

General Expectations:

• Adheres to ARMA policies and procedures at all times
• Covers for other members of the team as necessary
• Is proactive in reviewing and evaluating own performance and identifying and acting upon areas for improvement and development
• Undertakes, as required, any other duties compatible with the level and nature of the post and/or reasonably required by more senior members of staff
• Able to work outside of normal office hours on occasion (where TOIL will be granted)
• Work flexibly in response to changing organisational requirements.

Compensation & Benefits

• Attractive Annual leave 30 days, plus bank holidays
• 6-month Probationary Period.

Working locations

• Home-based
• Travel to events within the UK 
• Quarterly team meetings in Edinburgh.

How to apply

• Please email [email protected] with a cover letter and CV highlighting the skills that you have that will enable you to be a success in this role.
• For informal discussions about this role, please contact [email protected]

Interviews

• Interviews – w/c 26th May 2025

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