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Event Coordinator HBM

Job Description

Role:               Event Coordinator, Haymarket Business Media

Reports to:     Head of Operations

Based:            Twickenham

Reporting into the Head of Operations, the event coordinator is responsible for the complete end-to-end project management and both live and digital delivery of the events in their portfolio.  The role includes budget/financial management, event timelines, onsite signage (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 sales teams, venues, suppliers, attendees, sponsors and any other key stakeholders.

Key accountabilities:

Financial management

  • Responsible for managing budgets/expenditures with prompt financial reconciliation
  • Monitor and control operational costs in line with defined budget profit margin
  • Weekly reporting to Head of Ops, HBM Events on event by event basis
  • Manage payment schedule and tracker to make sure that suppliers/venues are paid correctly and on time
  • Support the sales team with the accurate budgeting of all costs relating to commercial activities
  • Raise purchase orders, process invoices and payments in line with payment terms

 Event operations/Logistics management

  • Ensure best delegate experience from pre-event to onsite management from registration to post-event feedback
  • Maintain a working project file for each event on the Haymarket Events server.
  • Produce and maintain a timeline for each event ensuring that the event runs to schedule and deadlines are met
  • Source appropriate suppliers for each event, working with the venue around any preferred suppliers and secure the best products and services available at the best price whilst complying with Haymarket’s procurement policies
  • Ensure that each event has appropriate staging and branding in accordance with the event size, objectives and sponsor expectations
  • Source and identify venues to suit different brand and delivery formats. Negotiate rates to ensure best competitive price point achieved
  • Liaise with the venues to ensure that all set up, catering and numbers are as required and in line with the budget spend
  • Design and produce event collateral including the event guide, signage, floor plan, badge templates
  • Overall responsibility of onsite management and delivery of the event
  • Produce a detailed onsite schedule for each event considering all staff, suppliers, sponsors and delegates
  • Set up meetings as required with all key onsite suppliers to ensure that they are fully aware of the expectations
  • Be the point of contact for event sponsors, exhibitors and speakers regarding their involvement in any event and send them the relevant information
  • Undertake health and safety risk assessments to ensure that all H&S documents, public liabilities and insurance are in place for each exhibitor or sponsor where relevant
  • Post-event wrap up - overall responsible for collating delegate feedback, final delegate communication and budget reconciliation
  • Carry out additional tasks as requested to support the growth of events with HBM


  • Effective working relationships with internal events, editorial and commercial teams and external key suppliers and stakeholders
  • Ensure best practice is shared and efficiencies are communicated across the entire events team

 Skills and experience

  • Experience of delivering B2B events of all formats and sizes
  • Knowledge and experience of digital platforms and live streaming technologies
  • Budgeting experience essential and overall P&L responsibility an advantage
  • Strong and proven experience on venue search and contract negotiation
  • Strong collaborator and relationship builder, able to work in a matrix with a variety of teams
  • Meticulous attention to detail, a creative eye and the ability to manage multiple events simultaneously
  • Proactive, enthusiastic approach to meeting event objectives and can-do attitude to work in general
  • Excellent planning and time management - ability to work under pressure and prioritise workloads
  • Ability to use initiative in challenging circumstances and be solution-orientated
  • Ability to travel

The above job description is intended as a guide to the main responsibilities of the position and is not an exhaustive list of duties and tasks.

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