Event Manager

Location:
Twickenham,
London - Hybrid (3 days in office)
Term:
Permanent
Closing:
20th April
Overview
An exciting opportunity has arisen for an Event Manager to join our conference team.
To manage a portfolio of events primarily comprising conferences, breakfast briefings and exhibitions for Haymarket Business Media brands in their specific market sectors. An events manager is expected to run a portfolio of events across a calendar year from 5 - 7 events depending on the size, complexity, calendar positioning and budget level. The ability to multi-task and run events concurrently is therefore essential for this role.
Sustainability is at the heart of our events, so each team member is expected to adhere to our procurement and sustainability procedures as part of their role. Five sustainability principles (Reduction, Inclusion, Transparency, Ethics, and Value) govern our events and all team members are expected to demonstrate and uphold these principles in their own work
Haymarket has a flexible working arrangement of 3 days in the office with 2 working from home, with core days in the office being Monday and Wednesday.
Key responsibilities
The events manager is responsible for the complete end-to-end project management of each of the events in their portfolio (including budget/financial management, event timelines, signage production, event planning and logistics, all administration and digital filing and to act as the primary liaison with brand editorial team, brand commercial team, conference producers, marketing team, venues, suppliers, attendees, delegates, sponsors and any other key stakeholders.
A more detailed breakdown of tasks as follows:
Responsible for managing P&L and budgets/expenditures and maintaining forecasts along with the prompt financial decommissioning of projects.
Accountable for the accurate processing of revenues from delegates and sponsors and reconcile all revenues with the event management system and management accounts.
Support the commercial team with the accurate budgeting of all commercial partners and acting as primary/secondary liaison where appropriate.
Operational/Administrative
Maintaining effective working relationships with internal events, editorial, production, marketing and commercial teams and external contracted key suppliers.
Schedule and run regular meetings for each project with all relevant stakeholders in the project (including editorial, commercial, marketing, content and senior brand representatives).
Maintain a working project file for each event on the Haymarket Events server / google drive.
Produce and maintain a timeline / event project plan for each event ensuring that the event runs to schedule and deadlines are met. Working to the agreed internal plan template.
Be the point of contact for event sponsors, judges or speakers regarding their involvement in any project.
Event Logistics
Lead on the operational activities on any project
Source appropriate suppliers for each event and secure the best products and services available at the best price whilst complying with Haymarket’s procurement policies
Negotiate with all key suppliers and venues on both contract terms and prices to achieve the most cost effective service
Lead on all aspects of the production and staging of each event for which you are responsible, in conjunction with the Head of Events Operations and appointed suppliers
Ensure that all Health & Safety, Risk Assessment and all other relevant information for the event is delivered in a timely and correct process (e.g. dietary requirements for the event to the venue).
Manage the operational delivery of events and incorporate sustainability initiatives in planning and delivery
Attend each event in your portfolio and lead on onsite event delivery
Undertake any other reasonable duties.
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. The events manager must also understand the Company Vision and Values, and apply their principles at all times.
Your skills, experience and knowledge/ Minimum role criteria
Proven experience running B2B events. Ideally these would include conferences, forums, exhibitions and breakfast briefings either within Haymarket or another B2B media company.
Proven understanding and managing a budget and P&L for events, with a clear understanding of the financial impact of the events.
An ability to manage your own projects and project plans on a day-to-day basis.
Must be resilient and able to work in a highly pressurised environment and to tight deadlines.
Good understanding of event production, suppliers and processes.
Excellent written and spoken English as well as the ability to proofread written documents to a high standard.
Sound understanding of event health and safety regulations and requirements (including risk assessments).
The ability to maintain positive working relationships with all relevant stakeholders at all levels (including brand editorial and commercial teams, colleagues in the events department, data teams and external suppliers).
Flexibility and willingness to attend events outside normal office hours.
A good understanding of the Eventsforce event management platform.(Desirable)
We are a Disability Confident employer and offer guaranteed interviews to all disabled applicants who meet the above minimum criteria.
To be considered as part of this initiative, please ensure you indicate if you have a disability when applying for the post.
Why work with us?
Haymarket Media Group values its people and strives to shape a better future with remarkable content. From paid content and subscription services; to integrated advertising and content marketing packages. We deliver market-leading branded experiences that inspire great decisions. From data and digital information solutions to live events, awards and professional education services.
Our benefits include:
25 days holiday per year excluding bank holidays (increasing 1 day per year of service up to 30 days)
Work from anywhere in the world for up to 3 weeks of the year with our ‘Work from Anywhere’ days
Flexible working hours (core hours from 10-3) allowing you the flexibility to adapt your work schedule to your personal commitments
Generous contributory pension scheme
Health Cash Plans: With our health cash plans, you can access a range of healthcare benefits, including coverage for medical expenses, dental care, optical services, and more
More about working for Haymarket
Putting social and environmental responsibility at the forefront of our business we have aligned our current sustainability goals with the United Nations Sustainable Development Goals. As we serve our audiences, clients and communities, we are committed to driving the meaningful change necessary to build a better world. The principles of diversity, inclusion, respect, responsibility and sustainability are at the heart of our business.
We want to support our people to balance their personal and professional lives and we believe our range of benefits encourages this. Nothing beats face-time with our colleagues to promote creativity and collaboration, we’ve therefore adopted a blended working model where full time employees can expect to spend 3 days of their week in the office and the other 2 working at a location of their choice.
Haymarket is proud to be an equal opportunities employer and are committed to ensuring that all candidates are given the same opportunity to succeed regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age or disability.
If you need any reasonable adjustments to enable you to fully participate in the recruitment process, please contact us at
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Come and join us and see for yourself how Haymarket is a rewarding and exciting place to work.
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