My Shortlist

Your shortlisted jobs will appear here. To view your shortlist: Login Or Register

Date Added: Fri 24/02/2023

Events Coordinator

Adderbury, OX17, UK
Apply Now


Job Type: Permanent, FullTime

A fantastic opportunity for a full time Events Coordinator to join a busy team in Banbury on a full time, permanent basis. You will be reporting to the Events Manager and will assume responsibility for the smooth co-ordination of events - virtual and physical. This will include working with and maintaining effective events management systems and procedures for both in-house and managed events programmes.

As Events Coordinator, you will be responsible for:

Working closely with all other departments to ensure good communication and practice throughout the event process
Maintaining an accurate to do list and work schedules for each event which are to be updated following each one-to-one and team meeting
Gaining full and detailed proposals from hotels, venues and all other suppliers
Gaining contracts to be reviewed and negotiated in line with requirements, ensuring beneficial terms and conditions
Building a detailed and accurate budget for each event
Accurately recording all sponsor, speaker and attendees information and sending confirmations
Liaising with sponsors, speakers and attendees throughout the process, building and maintaining good working relationships
Setting up and maintain payment schedules for all suppliers, ensuring deadlines are not missed
Managing the website information for both programmes and speakers/sponsors along with the marketing team
Creating and ordering marketing materials, promotional materials, badges and lanyards as required
Confirming all catering requirements for each event, ensuring special dietary requirements, sponsor expectations and budget guidelines are always kept to
Researching, reserving and efficiently planning all tours, excursions and off-site activities for all events
Reserving and communicating all staff travel for both domestic and international events, in line with event schedules and budget guidelines whilst ensuring all country specific requirements (i.e. covid and visa requirements have been adhered to)
Keeping all suppliers, venue, audio visual etc, up to date with accurate information in line with all deadlines. Managing and maintaining supplier relationships throughout the process
Ensuring health and safety guidelines are kept to at all live events, including a full walk through of the venue and establishing fire exits and muster points
Completing all pre-event documentation including team event manuals and chair packs to an accurate and detailed level
Throughout the live event maintaining good communication and accurate information with all suppliers and attendees whilst maintaining a professional appearance
Throughout the live event communicating effectively with all team members and work to the event plan ensuring no items are missed and all parts of the event are run to the highest standards
Post event completing a de-brief with all relevant team members and the venues, if necessary
Gain all final supplier invoices, and complete detailed and accurate final financial accounts
Send thank you and feedback requests to all attendees and speakersAs Event Coordinator, you must be/have:

Experience of working within an events position - conference or training essential
Outstanding organisation skills
Excellent attention to detail
Exceptional team player, whilst being able to work independently to achieve goals
Ability to work under pressure to ensure the efficient running of events
Ability to multi-task successfully is essential
Good communication externally (suppliers and stakeholders) and internally (colleagues and managers)
The ability to speak Portuguese, Spanish, Arabic is ideal, not essentialWhat's in it for me?

The salary for this role is dependent on experience, plus international travel opportinities, hybrid working, free parking and more
Apply Now