Conference Manager, Conference Collective
The Conference Manager will be the main point of contact for clients providing information, advice and support in respect of the overall management of their events.
Based in Teddington, Middlesex, the Conference Manager will support the efficient and effective delivery of an annual portfolio of conferences and exhibitions and be the first point of contact for a number of clients. You will need to be very customer orientated with excellent communication skills. Your strong administrative, organisational, IT and customer service skills, along with experience in dealing with the public and external suppliers, both in person and over the phone will demonstrate you have the ability to manage a variety of tasks in an accurate and timely manner to meet event deadlines.
You will thrive in a pressured environment, have the ability to prioritise a heavy workload and have keen attention to detail. You should have good written and verbal communications skills and have excellent customer service skills and experience. You will be skilled in Excel, Word and Outlook and be comfortable in learning new software packages with the aim of working independently without supervision. More than anything you need to be enthusiastic, conscientious and a reliable team player with a can-do attitude and a hardworking approach.
Our clients include the public, private and not-for-profit sectors and our events range from one day events to residential international congresses.
This is a “hands-on” role and involves working as part of a team. The role of Conference Manager varies depending on the client organisation and type of event involved.
Typical activities include:
- liaising with clients to ascertain their precise event requirements
- providing a secretariat service for conference committees, producing agendas, minutes and follow-up actions
- producing detailed plans for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets)
- preparing and managing a budget
- managing scientific programmes and abstract submissions
- securing and booking suitable venues and hotels
- ensuring insurance, legal, health and safety obligations are adhered to
- coordinating venue management, caterers, stand designers, contractors and equipment hire
- organising facilities for car parking, traffic control, security, first aid, hospitality and the media
- identifying and securing speakers or special guests
- planning room layouts and the entertainment programme, scheduling workshops and demonstrations
- coordinating staffing requirements and staff briefings
- selling sponsorship/stand/exhibition space to potential exhibitors/partners
- preparing delegate packs and papers
- liaising with marketing and PR colleagues to promote the event
- liaising with clients and designers to create a brand for the event and organising the production of tickets, posters, catalogues and sales brochures
- coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly
- overseeing the dismantling and removal of the event and clearing the venue efficiently
- post-event evaluation (including data entry and analysis and producing reports for event stakeholders)
- providing a comprehensive association management service to support the democratic structures of client organisations and to support active participation by members
- supporting and advising elected officers and committee members in their day to day running of client organisations and to serve as point of contact for selected organisations
- providing regular reports to keep the client informed of progress of each project
- support client organisations with regular reviews and updating procedures and policies as required and to assist them in achieving their objectives
- preparing an annual schedule of activities for client organisations and to ensure that deadlines are observed
- managing the recruitment of members, exhibitors and sponsors with support from other staff
Education and experience
The successful candidate is likely to possess a high level of academic achievement, with a degree in events management, business administration, marketing, leisure and tourism management or languages or experience in a similar industry. A minimum of three years relevant experience is required.
Skills and interests
Candidates for this post need to:
- support and direct other members of the team
- assist the management team with allocation of staff to clients
- keep oversight of the delivery of our conference services
- be able to delegate
- have excellent time management
- be enthusiastic, self-motivated and outgoing
- be able to establish productive relationships with people at all levels
- have good communication and presentation skills and be able to demonstrate excellent organisational skills
- be able to gather and interpret information for business research
- be commercially aware and customer-focused
- have a positive and adaptable approach to problem solving
- be innovative and creative to distinguish events from the competition
- have knowledge of sales, marketing or copywriting
- have experience of budgeting and financial management
- be able to work as part of a team
- be able to manage a small team including a conference administrator and temporary event staff
- possess an eye for detail
- must work well under pressure, ensuring the smooth and efficient running of each even
- additional duties as deemed appropriate by the Directors may be allocated from time to time.
The hours of work are 09.00-17.30 from Monday to Friday with one hour for lunch. Although our standard working hours are 09.00-17.30, Monday –Friday, longer hours may be required, particularly in the run up to events when it is necessary to meet deadlines.
Weekend and evening may also be necessary and overnight stays away from home will be required for residential conferences.
The job description describes the principal purpose and main elements of the job. It is a guide to the nature and main duties of the job as they exist currently, but it is not intended as a wholly comprehensive or permanent schedule.
The Conference Manager will report to the Director who will be responsible for ensuring the allocation of work.
How to apply:
Please submit your CV with a covering letter stating why you are the best candidate for this role and your salary expectations to: