Conference Manager
The Conference Collective
Hours
Full-time 37.5 hours per week
Start date
05 January 2025
About the Organisation
The Conference Collective, based in Teddington, Middlesex, are expert in medical, scientific, research, and academic event organization as well as association and society management.
About the role
The Conference Manager will oversee the successful delivery of an annual portfolio of conferences and exhibitions, serving as the main point of contact for clients. This hands-on role demands strong project management, organizational, and leadership skills, with a proven track record in coordinating in-person and online events.
Key responsibilities include managing a diverse workload, meeting strict deadlines, and providing exceptional customer service. The ideal candidate will have experience working with associations, societies, and charities, and possess excellent communication skills. Proficiency in Excel, Word, and Outlook, and the ability to quickly learn new software are essential.
This role involves directing team members to ensure seamless event execution while maintaining a positive, proactive attitude. Enthusiasm, reliability, and attention to detail are critical qualities. Events range from one-day meetings to international residential congresses across public, private, and not-for-profit sectors. The role suits an experienced and autonomous professional who thrives under pressure and embraces a dynamic work environment.
Responsibilities
- Managing the overall delivery of in-person, virtual and hybrid events to ensure all activities are delivered on time and budget
- Liaising with clients to ascertain their precise event requirements and producing detailed timelines/production plans for events
- Reporting regularly to the client to keep them informed of the progress of each project
- Preparing and managing budgets regularly, with the finance team
- Assist the management team with the allocation of staff to events
- Overseeing and managing a conference administrator who administers delegate registrations and the abstract submission process
- Keeping oversight of the delivery of our conference services for your events
- Working closely with Conference Programme Committees to prepare individual conference programmes and an abstract submission process
- Managing VIP, speaker and chairperson liaison and participation
- Venue sourcing, contracting and management of suitable conference venues and hotel accommodation
- Venue sourcing, contracting and management of suitable venues and programmes for social networking events
- Sourcing, contracting and management of AV production teams for smooth delivery of in-person, online and hybrid events
- Coordinating all suppliers and contractors for the smooth delivery of events, including adherence to insurance, legal health and safety obligations
- Briefing the design team on website requirements and populating and maintaining website content
- Liaising with clients and designers to create event branding and organising digital and print production of collateral for events
- Managing a marketing plan to promote the event through a variety of media
- Preparing a prospectus and selling sponsorship/stand/exhibition space to potential exhibitors/partners
- Providing a secretariat service for conference committees, producing agendas, minutes and follow-up actions
- Coordinating staffing requirements and staff briefings
- Overseeing set-up, on-site management and breakdown of events
- Preparing a post-event report and evaluation (data analysis and producing reports for event stakeholders)
- Carry out additional duties from time to time as deemed appropriate by the Operations Manager
Skills, Competencies & Experience
Experience
- 3 years of relevant experience is required.
- Budgeting and financial management
- Managed a small team including a conference administrator and temporary event staff
Skills & Competencies
- Establish productive relationships with people at all levels
- Able to demonstrate excellent organisational skills
- Excellent time management and delegation skills
- Good communication and presentation skills
- Gathering and interpreting information to support event marketing
- Commercially aware and customer-focused
- Positive and adaptable approach to problem-solving
- Innovative and creative to distinguish events from the competition
- Knowledge of sales, marketing or copywriting
- Enthusiastic and self-motivated, and possess an eye for detail
- Work well under pressure, ensuring the smooth and efficient running of each event
Required Qualifications
- Undergraduate Degree in Events Management, Business Administration, Marketing, Leisure and Tourism Management, and a similar industry.
Working locations
- Hybrid model, working in the Teddington office and remotely
How to apply
- Send an email to [email protected] with a CV and cover letter by 31st December 2024
Interviews
- Shortlisted candidates will be contacted for an interview. The first & second interviews will be in person at The Conference Collective office in Teddington.