Event Delivery Coordinator Apprentice

Opportunity to travel to events will be available as part of this role to support the running of the event efficiently and effectively.

Success in this role will be delivering high-quality, cost-effective, and sustainable event experiences to agreed KPIs and achieving ongoing product improvement reflected in customer satisfaction and NPS scores.

Responsibilities

Pre-event coordination (55%)

• Speaker management - including but not limited to: initial contact letter, gather and communicate hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, cross check agendas across various online platforms, collaborate with production team on changes to agenda
• Sponsor and Exhibitor management - including but not limited to: maintain accurate sponsor and exhibitor log based on signed contracts, build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth lists, manage collection of sponsor logos, oversee registration of contracted passes via InFront, EV2 or other system
• Act as main speaker and/or sponsor/exhibitor liaison, answering questions and fulfilling requests
• Maintain strong customer service with response times set at less than 24 hours
• Create and send scheduled newsletters, reminders and other communications
• Build strong relationships with Sales to provide clear guidance on the commercial opportunities at the events, research new opportunities based on venue and location
• Prepare, proof, organize production and arrange delivery of necessary materials for conference and/or expo onsite documentation
• Organise signage creation and production for smaller conferences
• Work with centrally procured vendors to research and order necessary deliverables
• Help team to ensure all Health & Safety requirements are met
• Help to embed sustainability into every event in line with Informa's Faster Forward approach
• Attend event planning meetings, presenting clear and concise updates, identifying and addressing any impacts to the event and proposed resolutions

During the event (20%)

• Travel to in-person events, up to 7 days for load in, live event and break down
• Be the main point of contact for speakers and/or sponsors/exhibitors during the event
• Arrange, set up and manage pre-planned details and requests from speakers and/or sponsors/exhibitors
• Manage onsite requests from speakers and/or sponsors/exhibitors
• Complete and comply with onsite Health and Safety procedures

Post-event admin (10%)

• Distribute presentation material and/or recordings from the event for attendees
• Check and manage payment for speaker and/or event material invoices
• Communicate final speaker and/or sponsorship costs with Delivery Manager
• Fulfil any post-event sponsorship deliverables as necessary

Other (15%)

• Coordination with the Digital Delivery Team of digital products as required for hybrid events
• Performance of special projects in collaboration with other teams as requested

Qualifications

Required Experience& Skills

• Entry level operational experience in the B2B and / or B2C events industry
• An understanding of how to successfully deliver world class hybrid and live event experiences would be advantageous
• A strong communicator who can confidently liaise with all levels internally and externally
• Tech savvy and willing to adopt and embrace new technologies
• Detail-oriented, excellent written and verbal skills, extremely organized
• Understanding of how to use data in decision making
• You are adaptable to change and a fast-paced environment
• You are ambitious, influential and pay close attention to detail
• Positive can-do attitude. You relish a challenge and are confident finding solutions to problems

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