Delegate Manager

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Overview

Delegate Manager
Fixed Term Contract Bristol- FTC until 31 December 2025
Full time/part-time (min. 25hrs/week)/job share considered

A little about us...

We create world-class exhibitions and live events for clients all over the world. We typically deliver 500+ events per year across 6 continents.

Most of our team are based in Bristol, Stratford upon Avon and North Devon. We also have offices in London, San Francisco and Singapore.

We work with a range of B2B clients across most industry sectors, from leading brands through to Government departments, and our events include anything and everything, from conferences and exhibitions, through to product launches, brand activations and roadshows.

We are looking for a Delegate Manager with experience of managing delegate registration, approval and accreditation for a range of events, with up to 5,000 delegates. This opportunity is to join our talented events team on a fixed term contract to support a number of events during 2025, in the UK and overseas. This is an exciting opportunity to further develop your events career within an award winning agency.

Role

The Role:

You will be responsible for the set-up and running of delegate management on large conferences and oversee delegate management workstreams across smaller events as required. As part of a friendly and hard-working team, you will embrace original thinking and thrive in an exciting environment, where no two days are the same.

Key responsibilities:
• Be responsible for effective delivery of delegate management requirements on large conferences, working closely with the client on process and approvals.
• Provide accurate data management and associated reporting in line with GDPR, including safe transfer, storage and deletion of data
• Manage delegate queries online, over the phone/Teams and in person at events
• Support the Event Director/s and Senior Event Manager/s as part of a project team in ensuring all delegate management aspects are delivered on time and to budget.
• Provide a centre of expertise to Event Executives on all delegate management related matters, and drive best practice
• Demonstrate flexibility and problem solving skills to develop the right solution for the client and stakeholders.
• Stakeholder and 3rd party relationships - build relationships with stakeholders (e.g. security, Police, venue, sponsors and exhibitors) and other 3rd party organisations
• Have a good understanding of the client's business
• Take an engaged interest in industry trends and current affairs affecting client business
• Demonstrate creative thinking as a Subject Matter Expert in responding to event briefs
• Understand, develop and manage aspects of budgets, updates, ensuring accuracy, sign off and timely reconciliation
• Set a great example to other members of the team and demonstrate best practice and continuous improvement through the development and refinement of processes, as well as provide support for colleagues across the business.
• Client relationships - build, maintain and manage strong relationships with core client contacts, ensuring expectations are managed at all times. Take ownership of additional client requirements.
• Contract negotiation for elements relating to your event(s)
• Conduct risk assessment and review of events in relation to impact on delegate management
• Mitigate any identified risks, including workload pressure points, and plan resource accordingly, working with the Event Director.
• Oversee management of 3rd parties where applicable
• Work closely with the in-house creative team on development of assets
• Develop project timeline and identify key milestones relating to delegate management with Event Director and maintain this on an ongoing basis
• Conduct site visits or platform/system demos and confidently make recommendations
• Create management plans and technical run sheets for use on live days, including resource planning
• Working effectively with production companies in understanding requirements relating to delegate management and wider event impact if applicable
• Meetings - lead internal and external meetings
• Be available as first point of contact for clients and project related queries
• On-site event delivery - UK and overseas. Live delivery for virtual events. Sometimes working unusual hours, weekends and evening as required.
• Post event evaluation - analysing data and collating reports in a timely manner
• Be aware of the KPIs in place with clients, and work to ensure all thresholds are met.
• Make an engaged positive contribution to the Bray Leino Events team.

The Person:
• Has a background in events with a delegate management focus
• Is great at managing high volumes of data with meticulous attention to detail
• Understands the importance and impact of GDPR in relation to personal data used for events
• Is passionate about what you do; full of energy to succeed.
• Takes pride in delivering the very best work
• Remains calm under pressure, can manage a number of tasks simultaneously and maintains excellent attention to detail while working to tight deadlines
• Is a strong communicator with good interpersonal skills with the ability to build rapport with a range of people, including clients, suppliers and colleagues
• Works well as part of a team
• Has great writing and administrative skills, with competency in using Microsoft Office - Excel, Outlook, Word, PowerPoint
• Is flexible and wants to travel within the UK and abroad for a few days at a time
• Will guide discussions and conference calls
• Has worked on a range of events of all sizes and has a good track record of doing so
• Can create and manage budgets for events
• Can confidently respond to an event brief
• Has experience of working with a range of clients
• Has good venue and technical knowledge
• Uses their initiative and can think on their feet to provide effective solutions

Benefits

The Rewards:
• 25 days' holiday, pro rata
• Company pension scheme
• Medical cash plan - including employee assist programme, contributions to dental, optical, physio etc.
• Employee discount scheme - an online platform for all staff offering a variety of discounts with various shopping outlets
• Health and wellbeing programme
• Childcare vouchers
• Refer a friend scheme
• Regular staff social events
• Early Friday finishes in the summer
• Company Christmas closure
• Cycle to work scheme
• Corporate gym membership discounts

We are proud to be a Disability Confident Committed (Level 1) Employer. As a Disability Confident Committed Employer we have committed to; ensure our recruitment process is inclusive and accessible, communicating and promoting vacancies, offering an interview to those with disabilities who meet the minimum criteria for the job and anticipating and providing reasonable adjustments as required.

We are also a part of...

The MISSION Group Plc. is The Brand Performance Group.
Delivering measurable, results-driven campaigns as the preferred creative partner for real business growth. We offer top-tier agencies, strategic specialisms and global reach delivering outstanding performance for brands. We call it Work That Counts™

Please note that our offices will shut on Tuesday 24th December 2024 until Thursday 2nd January 2025. Therefore, please understand that whilst we are still accepting applications, these will now be reviewed after 2nd January 2025, but we will endeavour to get back to you as early in the New Year as possible.