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Job Vacancies 2019-05-20T16:36:54+01:00

Job Vacancies within ABPCO members

We will post any job vacancies here that we receive from our members. Please apply to to the contact listed in the vacancy and not ABPCO directly.

JOB DESCRIPTION

Job title: Assistant Director, Event Management, Professional Conference Organiser (PCO) Mainly organising Association and Corporate conferences Line management of the existing team

Reports to: Managing Director

Salary: Use of car, salary negotiable on experience

Hours: The standard working week is 37.5 hours, Monday – Thursday 9am-5pm and Friday 9am-4.30pm. 25 days holiday + Bank Holidays. Overtime is operated as time off in lieu.

KC Jones conference&events is a Professional Conference Organiser (PCO) based in Little Eaton, Derby. We organise around 100 conferences a year of various sizes, from full on site event management throughout the UK, to smaller events we simply manage bookings for.

This post will involve some overnight stays away from home and occasional weekend working. This post is mainly pre-event admin based and attention to detail is key along with the ability to multi task on multiple projects.

Our event management services include:
 Programme Creation

 Delegate Management

 Management of Submissions

 Venue Location

 Marketing and Audience Generation

 Technical Production

Main purpose of job:
Reporting to the Managing Director you will manage the team and their workload in the planning and execution of a calendar of conferences for a variety of clients throughout the UK and take responsibility for the operational day to day running of the company and deputise for the MD in her absence.

An eye for detail will be essential as you will be working on multiple events and will be responsible for maintaining accurate documentation, budgets and meeting deadlines, both for your own events and the overall responsibility of the team. Good communication skills will be key, you will be using our booking system and accounts package.

Person Specification:
 Excellent leadership

 Excellent IT skills, proficient in using Microsoft Excel, Word and Outlook

 Excellent organisational, interpersonal, communication and time management skills

 Conference management experience

 Able to work to clear objectives and deadlines, whilst maintaining a totally flexible approach

 Understanding of customer needs/expectations

 Ability to remain calm under pressure

 Highly motivated, dependable and able to work individually and within the team

 Help team members with their events when time pressures hit

 Strong operational/logistics experience is essential

Main duties and responsibilities of our team:
 Establish client requirements – dates, location, delegate numbers, finances

 Source venue(s), develop event project plan, assist client with budgeting/costing

 Negotiate contracts with venue(s) to ensure clients’ requirements are met. Ongoing communication with venue through to the event taking place

 Book/liaise with Audio Visual supplier

 Ongoing communication with venue

 Reporting to client regularly – delegate numbers, income/expenditure, progress against project plan, action plan in the case of targets not being met

 Provide assistance required to develop programme, source speakers, etc

 Liaise with speakers, VIPs and guests re travel, accommodation, remuneration, biographies and presentations, etc

 Negotiate sponsorship/exhibitors where relevant to meet targets and ensure that sponsors’ requirements are met

 Design & produce print materials, including working with external designers/printers

 Prepare delegate packs and papers

 Administer event bookings, manage invoices and booking confirmations

 Deal effectively with enquiries about events

 Ensure compliance with data protection legislation

 Onsite provide efficient and effective service to delegates and client, troubleshoot discreetly as necessary. Manage layout, access and technical support in all event rooms

 Brief clients, VIPs, sponsors, speakers, etc on relevant aspects of the arrangements.

 Liaise with and co-ordinate venue management, AV provider, caterers, other contractors, etc; to ensure that the event runs smoothly

 Conduct venue searches for clients where we are not managing the event

Assistant Director will:
 Understand the full scale of operations that goes into planning an event, including knowledge of logistics, marketing, customer service and financial management

 You have the ability to work directly with clients in a responsible, appropriate and serviceoriented manner

 You demonstrate flexibility and problem-solving skills to resolve situations in a professional and calm manner

 You have demonstrated ability as team leader, team member and ability to work independently

 You possess the ability to effectively prioritise and execute tasks conforming to shifting priorities, demands and timelines

 You have a proven ability to supervise, mentor and support staff  You are highly detail oriented and exhibit the ability to coordinate several projects simultaneously

 You possess strong written and oral communication skills

 You have strong interpersonal skills and a high degree of responsibility, initiative and professionalism

You will be expected to manage a small number of Conferences in addition to managing the team.

When the pressure’s on, you’ll be expected to think on your feet and help where necessary. We are a small but happy team operating a relaxed yet very professional environment.

The ideal candidate will have worked within an Association, conference organiser or not for profit organisation in an administrational event management capacity, where they have had end to end experience of managing large Conferences. Leadership and motivation are key requirements.
This is a fantastic opportunity to take on a senior role in this thriving company and take responsibility for our varied events portfolio.

Apply to:
Rebecca Cadman-Jones, rebecca.jones@kc-jones.co.uk KC Jones conference&events • 1 Duffield Road • Little Eaton • Derby • DE21 5DR 01332 343000, www.kc-jones.co.uk

JOB DESCRIPTION

EVENT ADMINISTRATOR

In Conference Ltd

In Conference has been managing large national and international conferences for the medical, academic and life sciences sectors throughout the UK, Europe, USA and Asia for almost 30 years.

Widely regarded as one of Europe’s leading Professional Conference Organisers (PCO) with offices in Edinburgh and Glasgow, we are very proud of the fact that we have been working with some of our clients for over 20 years.

Our portfolio includes many major Associations and Societies for whom we deliver their annual or bi-annual congresses as well as offering a full Association Management service.

Our team philosophy is to go the ‘extra mile’ for our clients and to bring new ideas to the table at every opportunity to ensure our events are delivering value for money and clients retain us year on year.

 Job Description

As part of the Delegate Management Team, the Event Administrators are responsible for dealing with all delegate registrations and associated finances.

Core duties of this position will include:

  • Fast, accurate typing and strong numerical skills are essential.
  • Assisting delegates from all over the world (many of whom do not have English as their first language) via email or by telephone.
  • Processing registrations and payments via our on-line software programme (training will be given).
  • Chasing up all outstanding delegate payments in a polite and courteous manner
  • Preparing financial reports in Excel to reconcile with bank statements and other internal management reporting procedures
  • Attending client meetings when required.
  • Maintaining accurate logs of all correspondence with delegates
  • Preparation of all on-site registration materials including name badges, social programme tickets etc
  • Attending conferences on-site and staffing the registration desks to welcome delegates and to register new delegates
  • Attendance at evening social events as required.
  • General office administration duties, such as taking incoming calls and re-directing to other team members as necessary, photocopying, ordering of stationery and filing.

Key Skills

Technical Skills

  • Fast, accurate typing skills
  • Excellent knowledge of Excel and data manipulation within Excel spreadsheets
  • Book keeping or other skills that can demonstrate ability to work with figures
  • Confident and professional telephone manner.
  • Welcoming and helpful attitude when dealing face to face with delegates, the majority of whom are senior academics and scientists.
  • Excellent written and verbal communication skills.
  • Excellent organisational skills and ability to prioritise own workload in a very busy organisation.
  • Ability to work outwith normal 9.00-5.00pm office hours and to spend several days at a time away from home.
  • Flexibility with holiday arrangements/personal commitments so that you are able to attend all our conferences as required.
  • Excellent timekeeping skills.

Benefits

  • Salary is commensurate with experience.
  • We offer a contributory Company Pension Scheme.

To apply please send your CV and cover letter to the Office Manager juliet@in-conference.org.uk

Build your career with our Professional Associations Events Team

A fantastic opportunity has arisen for an experienced Senior Event Coordinator working in the Professional Associations Team. Reporting into the Event Manager, you will lead the end-to-end project management of a series of medical client events including budget/financial management, event timelines, event microsites (design and content), marketing (design, content and delivery), event planning and logistics, all administration and digital filing and to act as the primary liaison with brand editorial teams, brand commercial teams, venues, suppliers, delegates, sponsors and other key stakeholders

This is a Fixed Term Contract beginning Mid-March and finishing at the end of June.

Why work with us? People are our greatest asset here at Haymarket Media Group. We pride ourselves on being the best specialist media company in the world and we’re hard-wired to produce brilliant content for our readers and event attendees, with over 16,000 companies around the globe turning to us to help their businesses grow. Join us and you will work on market-leading brands to help create powerful and lasting relationships that deliver real results, all while developing your own career. Our working culture Our team culture is friendly, vibrant and sociable. There is a relaxed vibe in our offices and we give you the tools to work flexibly, move around our environment freely and collaborate with your colleagues.

Other benefits include:

• Competitive salary

• Comprehensive training and career development programme

• 25 days holiday per year (increasing 1 day per year of service up to 30 days)

• Generous contributory pension scheme

• Discounts on magazine subscriptions and other employee discounts

• Regular individual and team rewards and incentives for outstanding performance

Come and join us and see for yourself how Haymarket’s professional association team is a rewarding, exciting and fun place to work.

Candidates can apply to the role using the link below

https://careers.haymarket.com/vacancy/senior-event-coordinator-fixed-term-contract-377570.html

http://sites.visitbelfast.com/corporate/careers?utm_medium=302&utm_source=https://visitbelfast.com/jobs

Job Title:              Client Relationship Coordinator

Company:            Shocklogic (Specialists in Events Software and Technology Solutions)

www.shocklogic.com

Location:              Brixton, London

Job type:              Permanent

Reports to:          Client Relationship Manager and CEO

The Company

Shocklogic provide event technology solutions to the MICE industry (meetings, incentives, conference & exhibitions).

We thrive on producing technical solutions to support event organisers to plan and execute cutting edge events. We provide software, IT infrastructure and hardware support to a range of international clients. Typically our clients are Associations, Societies, Educational Institutions, Corporates and Event Organisers/Professional Conference Organisers (PCOs).

We are a small but dynamic team with more than 50 years of combined experience. Our team is a mixture of events specialists and technical experts (or as our CEO puts it “half meeting planners, half geeks!”). As you can see we are not a typical technology company and we believe this mixture of experience is our unique selling point (USP).

As a small company, we are passionate about teamwork. Each one of us leads by example, doing whatever is necessary to get the job done. We work in a relaxed but fast moving office and love constantly facing new challenges from our clients. We are looking for individuals who share our enthusiasm and are ready to jump in feet first to help us to deliver our goals as we continue to expand.

The Job Role

We are looking for a Client Relationship Coordinator with at least 3 years of experience to support and expand our portfolio of international clients.

Key elements of the role:

  • Manage a portfolio of international clients, in over 68 countries (£500k+ total portfolio). We are currently branching out to the corporate market and this person will be key in this new process.
  • Provide the first point of contact with our client base and maintain high levels of communication and relationships with all clients.
  • Manage client budgets and internal financial reporting.
  • Maximise up-sell opportunities and contract negotiations with sales team (Incentive and commission structure will be available).
  • Plan and execute onsite projects as requested by the clients.
  • Provide operational support where required and support staff within the technical and support team.
  • Become an expert in our systems and provide advice and consultancy for clients.
  • Provide consultancy on the union of processes and system implementation within registration management, abstract management, exhibition management and membership management.
  • National and International travel to client meetings and training sessions, sometimes at short notice.

Essential Skills & Experience

You should be able to demonstrate experience and understanding of the following key requirements of the job role:

  • At least 3 years of experience in an event based organisation (operational or technology based), or involved in event organisation in the Association Market within the events and meetings Industry.
  • Experience in similar account management or client facing roles.
  • An understanding of Association and Society based events or events of a scientific nature within the Association market.
  • Ability to project plan and take sole responsibility for your client portfolio.
  • Confident in communicating with all levels of client personnel remotely or in company presentations.
  • Comfortable to travel independently and represent Shocklogic at client offices, onsite events and during sales presentations and trade shows.
  • Methodical and thorough approach to work, ensuring accuracy at all times
  • Exceptional communication skills, confident communicating to individuals from system user to CEO level.
  • IT literate.

The candidate must be a dynamic and inspired individual willing to live his/her dream, who will bring into our team not only professional skills, but passion and commitment. The candidate should have a desire for quality and excellence and be ready to learn every day, and with our support be willing to grow and expand with the company. The candidate should understand that in this team, the sky is a limit and that the possibilities are endless and that in this company we all act as leaders. The management team will test her/him and will expect her/him to explore and to be curious, to want to grow and to want to evolve. For us ‘EQ’ is as important as ‘IQ’, attitude is as important as aptitude, intention is as important as delivery

As a small company the ability to contribute ideas and development within our growing, dynamic organisation are always to be encouraged. You will have an opportunity to learn and grow in an entrepreneurial based environment. You will be expected to become an expert user of our systems and to help improve it. We are all part of the testing team!

Other desired skills & experience:

Please let us know if you have experience and understanding of any of the following requirements that would help support your application:

  • Experience in working with event management software and supporting event management procedures.
  • Experience in registration management.
  • Experience in abstract management.
  • Experience in exhibition management.
  • Experience in membership management.
  • Experience at implementing and executing training programmes and webinars.
  • Ability to speak more than one language.
  • Driving licence.

Our offer:

  • Competitive salary package after 3-month probation period.
  • Yearly bonus depending on target met
  • 23 days holiday, raising to 25
  • Relaxed, informal working environment
  • Travel opportunities

Head of Events

We currently have the following vacancy:

Division:

Events

Reporting to:

Deputy Managing Director, Bioscientifica Kate Sargent

Grade:

B3

Hours:

35pw (full time)

Holiday:

26 days pa

Salary:

c£42,000

Date of advertisement:

11 October 2018

Closing Date:

31 October 2018

Interview Date:

w/c 5th and/or 12th November

Overview

To lead the Events Department with enthusiasm and determination, to execute a growth strategy for Bioscientifica’s events business which is aligned with the company strategy and the values of our shareholder and that grows revenue and surplus sustainability.

Main duties will involve

  • Maximizing the long-term surplus generated by our events business through existing and new clients and through Bioscientifica owned events.
  • Mobilising new clients into the events team and organisation as a whole.
  • To ensure that delegates, clients and other stakeholders admire Bioscientifica for delivering high-quality events that are truly excellent in all respects and in turn to enhance the reputation of Bioscientifica and our clients.
  • Put appropriate resources in place to ensure that events are delivered smoothly and to plan without the need to resort to crisis management; whist maintaining a committed, motivated, and content team.

What are we looking for?

  • Experience in managing customer or client services and /or sales activities in a membership association environment for at least three years.
  • Exceptional project direction and management skills, ability to manage multiple timelines, deadlines, actions in a collaborative extremely fast-paced environment#
  • Excellent interpersonal, networking and client management skills.
  • Excellent communication and presentation skills.
  • Results driven and commercial astute
  • Experience in managing and developing both in line management and project management, and promoting a culture of high performance.
  • Experience of successful bid tender processes
  • Experience of financial management of event budgets of over £1m.
  • Demonstration of commitment to colleagues & division; showing support for organisational values, living the brand and actively encouraging this behaviour in colleagues.
  • Demonstrate self-motivation, initiative and high energy
  • Flexible, versatile and copes well under pressure
  • Open, honest and direct, comfortable in giving and receiving constructive feedback
  • Passionate about achieving business success and driving client relationship satisfaction
  • Membership of an appropriate industry professional organisation is desirable
  • Ability to travel frequently in the UK and internationally
  • Valid passport holder

For an informal discussion about the post and a full job description, please contact Kate Sargent on extension 214 or at kate.Sargent@bioscientifica.com

To apply, please send a covering letter with CV to Tricia Horner at jobs@endocrinology.org by the closing date shown above. Internal candidates should apply with the knowledge of their line manager.

Conference Partners Ltd. is an award winning, internationally accredited, conference, event and association management company, headquartered in Dublin with offices in Edinburgh, Manchester, Belfast and Hamburg.  With over 20 years’ experience in managing International and National conferences, our remit is to partner with our clients and take over the administrational headache of organising an event or conference and to ensure a smooth and effortless flow of any occasion.

Our service is comprehensive however to synopsise:

  • We provide advice in every area including financial management and strategic programme design
  • We source the right venue, accommodation and transportation
  • We guarantee impressive and creative social events
  • We operate web-based software to register delegates. This is a one-stop shop which allows delegates to pre-register for a conference whilst at the same time choosing their favoured social events, accommodation and dietary requirements.

We believe that our people are central to our success.  As a company we place great importance on team work and forging lasting relationships.  We are expanding and growing our company and the following position is available in our Edinburgh office.

JOB DESCRIPTION – Conference Account Manager:

  • Overall responsibility for the project management and delivery of all aspects of each conference, on time and within budget, meeting and exceeding client’s expectations
  • Driving for excellence in customer service and quality delivery
  • Client and stakeholder management
  • Direct liaison with the conference committee on all aspects of the project
  • Attendance at committee and stakeholder meetings to include all pre meeting preparation and follow up
  • Budget and financial management
  • Management of the Account Executive team member allocated to the project
  • Updating the Operations Director on the progress of your conferences both financially and logistically as required
  • Attendance and presenting at sales presentations as the appointed conference account manager where required
  • Adhoc duties as required

Conference Management Including:

  •  Venue management
  • Catering
  • Audio visual equipment
  • Evening function include staging, lighting, entertainment, décor
  • Excursions and tours
  • Exhibition and sponsorship management
  • Exhibition and sponsorship sales and fund raising
  • Management of hotel allocations including negotiating the contract
  • Development and fulfilment of promotional and marketing campaigns
  • Brand design, writing of brochure and applying design to all print material
  • Branding of the venue including set design, indoor and outdoor signage
  • Conference materials
  • Procurement, appointment and management of all third party suppliers
  • Overseeing the on-line registration of bookings.

The Type of Person:

You will need to demonstrate experience of delivering projects to strict timelines, excellent financial management and client management and development. You will have excellent project and time management skills, including the ability to priorities high volumes of work and the ability to work independently as well as within a team.  Ideally you will be able to demonstrate that you have 5 years’ experience in a similar role and of working for a PCO or within an Association.

Skills and Experience

  • Experience of delivering large scale congresses and exhibitions is desirable along with an ability to demonstrate creative concept development
  • Excellent written and oral communication skills
  • Excellent financial acumen
  • Excellent presentation skills and a professional appearance are required.
  • Excellent organisational skills
  • Excellent attention to details
  • Ability to plan and prioritise tasks, anticipate problems and act to minimise risks
  • Manage time effectively

Personal Qualities

  • Must be hard working, committed, a team player and have the ability to work on their own initiative.
  • Must have the ability to work across multiple office locations and to travel throughout the UK and occasionally overseas.
  • Self-motivated, multi tasker
  • Personable, credible and able to build rapport easily

Reasons to Work for CPI

  • Our people are our brand; work for a company with a culture of developing talent and recognising employee worth.
  • Learning and training opportunities available on a regular basis and a mentor programme to ensure your personal developments needs are being met.
  • Several departments within the one company which offer multiple opportunities for career growth.
  • Work in a modern comfortable environment. Our offices are easily accessible by public transport
  • Enjoy outstanding benefits including an excellent salary package
  • A diverse and inclusive workplace with employees from all over the world and from various different professional backgrounds.
  • Global opportunities with employees encouraged to work across borders and explore new destinations.
  • Opportunity to network and build relations with the most influential in the industry at both national and international events.
  • Early finish on the last Friday of the month
  • Our Birthday present to you is a day off

Account Manager – Job Specification

Please send your CV to Sarah Prior, Operations Director – UK at Conference Partners UK:

Email: sarah.prior@conferencepartners.com

Tel: 0131 306 0124

Website: www.conferencepartners.com