Key responsibilities and activities.

To organise all Hemming Group conferences from start to finish, including working with contractors and clients:

• Coordinate all contractors including audio-visual, signage, photography, printers and designers for the conference.
• Sourcing venues and negotiating contracts.
• Work closely with the exhibition organisers where necessary.
• Manage all sponsor relationships and sponsor deliverables.

 

To own the process of conference registration prior and during the event:

 

• Organise initial planning meeting for upcoming conferences and any launch events.
• Maintain communication with team throughout the event process, ensure planning is on track.
• Organise meetings with any external clients (managed events) to maintain a relationship with clients and ensure event is organised to the highest standards.
• Help marketing provide a brief to the Web Team to develop the required registration system for each event.  Test and advise throughout the process.  Ensure deadlines are adhered to.
• To assist in registering all delegates, speakers and press. Answer all Conference queries via phone / email.
• Manage the registration badges using our badge software license company. Producing all badges for your event, including speakers, delegates, exhibitors and organiser badges. Manage the process of adding the scanning system to the badges.

To be resposible for all pre-event and onsite operational tasks:

 

• Take full responsibility for organising the Conferences including AV set-up, signage, catering, registration, photography, couriers, security, delegate hotel accommodation, and temporary staff. Obtain competitive quotes through tenders and supply comprehensive briefings to selected suppliers.
• To be the main contact for conference speakers, and carry out administrative tasks such preparing the speakers for conference with a brief, collating speaker presentations and organising speaker accommodation and travel reimbursement
• Liaise closely with the Exhibition Operations, Marketing Team, Sales and Editorial where appropriate.
• Working to event timelines and ensuring all deadlines are met.

To maintain and be responsibile for budget management and reporting:

 

• Maintain a clear record of costs on the running budget along with the Operations Manager and marketing manager throughout the event and check and code invoices against quotes when received.
• Keep organising cost within budget set by senior management. Monitor expenditure on a continual basis. Seek approval for any proposed overspend.
• Review budgets prior to event taking place, re-forecasting when this is needed.

To ensure all post event tasks are completed accurately:

 

• Collect and check invoices received and code / authorise for payment.
• Organise team wash-up meetings after each conference, detailing lessons learnt for future improvements.