Events Operations Co-ordinator

Events Operations Co-ordinator

London

IQPCs Operations team is looking for an Events Operations Co-ordinator to join the team. This is an entry-level position with the responsibility of planning and executing our launch & stage 1 events (up to 150 people in size) and assisting our Senior Operations Managers with the planning and delivery of our larger scale events.

The Events Operations Co-ordinator role provides an excellent opportunity for growth and development in the events industry. The position involves learning from experienced event professionals while actively contributing to the successful execution of events that leave a lasting impression on attendees.

About IQPC:

IQPC provides senior executives around the world across the majority of industries and sectors with outstanding business events in multiple formats from large-scale physical conferences to 1:1 meetings-based exchanges. The business operates globally with market-leading portfolios covering everything from Pharmaceuticals to Defence Energy to Customer Experience.

Our USPs:

Merit over tenure: We champion people with commercially-winning ideas whoever they are and however long they have been with us.
Communication: Good internal communication is foundational to our team culture. We see jointly accountable project teams as the only way to grow.
Agility: Our Operations Managers work across formats including large-scale events and bespoke 1-1 executive meetings as well as sponsor-led roundtables. The range of our portfolio truly sets us apart.
Autonomy: Operations Managers are responsible for ensuring the event runs as smoothly as possible. Their role involves participating in regular project team meetings and budget meetings to ensure we deliver a high level of customer experience with the best profit margins.
Partnership Building: Our events are renowned educational resources but they are also designed to enable others to do business and our Operations Managers regularly organise and facilitate 1-1 executive meetings between our sponsors and our delegates. Operations Managers will also need to build relationships with suppliers to ensure event requirements are delivered as cost-effectively as possible.
Creativity: The value of our programmes is so much more than the job titles on the cover. Our Operations team pride themselves on building unique event experiences from the look and feel of the plenary room to interesting and fun drinks receptions and everything in between!
Personal development: We invest in our people with a two-step Management Development Programme and a day-to-day commitment to building skills from research to financial management project leadership to people leadership.


Key Responsibilities:

Sponsors
Close liaison with all sponsors in the run up to the event gathering necessary documents and materials in time for deadlines
Ensuring logos are placed correctly on all signage and event documentation
Onsite delivery - meetings seat-drops drinks receptions lunches private dinners etc.
Close internal communication with Sponsorship Managers to ensure expectations are met before during and after the event
Demonstrate a proactive approach to potential opportunities for sponsors to increase brand awareness

Speakers
Main point of contact for all speakers gathering biographies photos special requirements
Placing speakers on the agenda and event app ensuring speakers are clear on their time slot
Handling any logistical questions regarding travel and accommodation if required
Ensuring all speakers are prepared for the event and have presentations ready before they arrive

Venue & Suppliers
Main point of contact with the venue once the contract has been signed
Confirming set-up floor plans menus drinks receptions final numbers
Accommodation - sending rooming lists through to the hotel for staff and speakers
Sourcing and negotiating with suppliers as required

Budget Responsibility
Participate in reforecast meetings
Responsible for collating prices negotiating best deals with all suppliers
Assist in managing all operational costs to deliver event on budget

Onsite Event Management
Main point of contact during event ensuring all operations are executed smoothly
Oversee the setup execution and breakdown of events ensuring all elements are executed according to plan.
Troubleshoot any issue that arise making quick decisions to resolve problems
Provide excellent customer service to event attendees addressing enquiries concerns and request promptly and professionally.

Who are we looking for

Excellent Organisers who can prioritise tasks and coordinate effectively under pressure
Strong Communicators who can communicate effectively with external clients and internally with team members
Self-starters who welcome the opportunity to work autonomously at pace and across multiple projects simultaneously
Fast workers who can deliver to tight deadlines without compromising on quality
Degree-holders (though we welcome applications from ambitious individuals with other transferrable experience). Previous experience of conference organisation is preferred but not essential.

What we offer you:
A hybrid work environment with an office in central London (3 days in office / 2 days at home)
Full training for the role through in-house managers and peers as well as workshops led by external coaches
Career growth opportunities within the company as you gain more experience
A supportive and fair work environment with equal opportunities for all
Opportunity to travel internationally to events (Europe and US)
25 days holiday entitlement per year (plus 1 extra day for each full year of service up to a max. of 30 days)
Health Cash Plan providing a range of wellbeing benefits
Life Assurance Scheme
Optional Pension Scheme (3% employer contribution 5% employee contribution)
Access to Victoria Privilege Card (discounts at local retailers restaurants etc)