AEO - Association of event organisers

Conference & Exhibition Coordinator

AEO

Conference & Exhibition Coordinator

  • Closing date: 19-Apr-2022
  • Hours:
    • Full Time
  • Job function:
    • Event Management
    • Operations
  • Contract type:
    • Permanent
  • Contact Name: Dani Mackeviciute
  • Location: London, Pimlico
  • Company name: Brintex
  • Email: d.mackeviciute@hgluk.com
  • Telephone: +442079734660
  • Website: http://www.hgluk.com

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.
Loading
  • "Broadway Events joined the AEO on the Enterprise Membership. We’ve already taken advantage of the many benefits including the excellent FaceTime Masterclasses and training guides for exhibitors."
    Emma Barrett
    Broadway Events
  • "We are a member of the AEO because it is a proactive association for the events industry. As an organiser it provides us with high value ideas, networking, guidance and information."
    David Harrison
    PPMA Group
  • "This year, the association has led working groups to address industry issues and put on some amazing events full of insightful content for both organisers and, through the AEOs FaceTime initiative, exhibitors. In addition, the AEO has represented the industry at a Governmental level to raise awareness of the importance of events to the UK economy."
    Paul Byrom
    Upper Street Events
  • "I genuinely believe that if you’re involved in organising events you should become a member of the AEO."
    Simon Kimble
    Clarion Events
  • "Our membership of the AEO represents real and tangible value for UBM - it provides fantastic networking opportunities, practical training for our team as well as valuable insight into the state of our industry."
    Simon Parker
    Informa Markets
  • "As an Association business, we appreciate the excellent work the secretariat of the AEO do for our community. From the events side of our business, the AEO provides an excellent return on investment, providing thought leadership, fantastic networking, brilliant awards, excellent research and FaceTime, a valuable tool to tell our markets why exhibitions and events should be an essential part of the marketing mix."
    Neil Felton
    FESPA
  • "AEO’s networking and member meetings are valuable for individuals at all levels within our organisation. The promotion of our sector to the outside world, to government, authorities and business at large is another vital aspect of the AEO’s purpose for members, many of whom, like my company, work on events throughout the world."
    Stephen Brooks
    Mack Brooks Exhibitions
  • “Knowledge is power and the AEO dinners are certainly powerful, there is always a wealth of knowledge at the table. Insightful presentations make for a constructive and extremely social way to learn from the experts who’ve done it before. I attended the Japanese evening and gained really valuable insight about the culture and how best to communicate with a local audience.”
    John Whitaker
    Vice President Marketing, Data & Digital , dmg events
  • "We have the opportunity to contribute positively to the industry as well as gaining valuable insight and advice. There’s no need to spend valuable time and money reinventing the wheel when you have so many experienced professionals in AEO membership to learn from”
    Emma Cartmell
    CHS Group
  • "JOINING THE AEO HAS BEEN FANTASTIC! Being able to gift our customers with free places at the FaceTime masterclasses, learn alongside industry peers and seek advice to common challenges is invaluable”
    Sharon Azam
    GovNet Communications
  • I just wanted to send my most sincere thanks for everything that you and the AEO team are doing to help navigate the events industry through the pandemic. The working groups and communication from the AEO have been excellent and I’m really appreciative of being part of such a wonderful organisation.
    Simon Burns
    ICHF Events
  • I think what the AEO has been doing during this tough time has been exceptional.
    Greg Cherry
    QD Events LTD
  • It is so useful to hear from your peers at this time. Please pass my thanks to Ruth and the BTIG panel
    Dan Assor
    CloserStill Media
  • Just wanted to thank you and Ruth this morning for the Zoom meeting - it was really interesting to hear how things are moving along in the virtual/hybrid meeting/exhibitions. All very new to me, so a lot to digest.
    Maureen Wright
    Optic UK
  • The session this morning was fantastic. We are right in the midst of this and the information was so useful. We can apply it immediately
    Claire Adams
    FESPA
  • The AEO provides an opportunity to make a difference, to work with other companies for the good of the industry as a whole, but beyond that, it provides it’s members with valuable insight and tangible benefits to grow your business, upskill and engage your teams. For those reasons, our membership is in indelible ink on the each annual budget. In short, if you aren’t a member, you are missing out.
    Ed Tranter
    73 Media

 

FaceTime

@facetimeuk

AEO news

@aeonews