AEO - Association of event organisers

VIP Delegation Programmer - Defence


VIP Delegation Programmer - Defence

  • Closing date: 30-Jun-2019
  • Hours:
    • Full Time
  • Job function:
    • Administration
  • Contract type:
    • Permanent

The Opportunity:

We are looking to recruit a temporary programming team who will be responsible for producing time-efficient visit programmes for some of the most senior visitors attending one of the world’s largest defence and security exhibitions - DSEI 2019 - which takes place in London’s Docklands from 10th to 13th September 2019.  Event or customer service experience will be a distinct advantage, alongside knowledge of the international Defence and Security sector. The role is a customer facing role, and successful candidates will be required to persuade VIPs to take in as many meetings as possible, have an excellent telephone manner, the ability to problem solve and go the extra mile to assist and engage with exhibitors and VIPs. The contract will run from the 20th May 2019 to 13th September 2019. The ability to speak a foreign language, especially Arabic, Japanese, German, French, or Italian will be a distinct advantage as some of the programmers will be liaising with defence companies exhibiting within international pavilions. 

This is an ideal opportunity for someone looking to establish themselves within the event/exhibition industry, or network with the entire international Defence and security Sector.  Some candidates in similar roles within the DSEI organising team have gone on to take up full-time positions either within Clarion’s Defence and Security portfolio of events, elsewhere within the Company, or with a defence industry supplier.

The Role:

The 3.5-month temporary appointment is to support the DSEI VIP Team with the production of VIP visit programmes for the most senior military and government visitors attending the 2019 Defence & Security Exhibition International (DSEI – and acting as onsite point of contact during their attendance at the exhibition.  The successful candidate will be an integral part of the VIP organising team, working in the Clarion offices in London from 20th May until 13th September 2019, including onsite at DSEI from 8th to 13th September inclusive.

There is an opportunity for a number of successful candidates contracts to be extended into December of 2019 to assist on a number of international events run by the Clarion Defence and Security portfolio, BIDEC in Bahrain and the inaugural edition of DSEI Japan.

The role requires a very well organised, methodical and enthusiastic individual with a genuine can-do attitude with the desire and ability to engage confidently at all levels, both face-to-face and over the phone.  They will have excellent communication skills and be commercially astute, self-sufficient, self-motivated and a team player.  Impeccable standards, attention to detail and strong support staff ethic are essential.  Customer service and sales experience, especially in the event/exhibition and/or defence industry would also be a distinct advantage – a skill called upon when dealing with private office staff and their VIP principals to mediate and ‘sell’ an exhibiting company’s request to meet with them.

Key Responsibilities:

  • Co-ordinating VIP Delegation programmes for DSEI 2019
  • Liaising with DSEI exhibitor clients, outer offices of UK and Overseas VIP Delegations, and the defence staff in London Embassies/High Commissions to produce time-efficient visit programmes, matching the products and services offered by exhibitors with the capabilities that our most senior VIP visitors are interested in
  • Acting as the main point of contact for DSEI exhibitor clients regarding online VIP Delegation visit requests; handling all VIP Delegation visit request enquiries.
  • Assisting with the production of visit programmes for HMG’s Official Overseas Delegations as directed by the UK Department for International Defence, Defence & Security Organisation (DIT DSO)
  • Ensuring that all visitor programmes and correspondence are completed to a professional standard and in a timely manner
  • Co-ordinating any operational requirements for Military and Government VIP Delegations
  • Developing and maintaining excellent relationships with MODs, Embassy/High Commission
    defence staff, exhibitors, sponsors, international promoters, partners and the rest of the show
  • Working onsite (ExCeL, London) during the build-up and open period of the Exhibition as required (08th Sep 2019 – 13th Sep 2019)
  • Acting as host/escort officer at the exhibition, escorting the most senior visitors attending DSEI
  • Communicating regularly with exhibitors onsite during the exhibition period to keep them abreast of any changes to VIP programmes and helping them to engage with VIPs who may have chosen to walk the floor freely at their own behest
  • Representing Clarion Events in a professional manner at all times.

Knowledge, Skills & Behaviours:

  • Attention to detail
  • Great phone etiquette
  • Engaging personality
  • Well presented
  • People oriented
  • Excellent written and oral communicator
  • The ability to work both independently and as a team player
  • To work calmly under pressure
  • A tenacious ‘can do’ approach to work
  • Good listener; customer-driven responsiveness
  • Persuasive
  • Ability to handle and counter objections
  • Resilience and persistence
  • Ability to communicate with people at all levels
  • Strong negotiation skills
  • Confident
  • Organised
  • Previous knowledge of military protocol would preferable.
  • Ability to speak a foreign language, ideally German, Italian, French, Turkish, Spanish, Dutch, Arabic, Japanese.
  • Positive attitude
  • Recent knowledge of the Defence sector, international MODs (especially Japan, USA, France, Italy, and Germany) and their organisational structures will also be a distinct advantage.
  • "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
  • "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




AEO news