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GovNet Communications
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London, Greater London
Event Executive
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Job Type: Full-time |
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Overview
We are looking for an experienced Event Executive to join our Operations team in our London office. The Operations department work as part of a wider team alongside sales and marketing. They are responsible for the delivery of exhibitions, conferences, forums and training courses within the agreed budgets and deadline and to the highest possible standards About us GovNet is the UK’s leading events’ company for the Public Sector, running over 650 events per year ranging from exhibitions and summits to conferences, briefings and training courses. The business has around 160 staff based in offices in London, Manchester, Blackburn and Birmingham. Event Executive The Event Executive works within the operations team to ensure the delivery of the current portfolio of up to 20 public-policy focused conferences for between 200-500 delegates as well as supporting the other events team within the organisation. The event Executive is an enthusiastic, self-motivated, highly organised and efficient individual who is keen to learn within a fast-paced environment. Responsibilities of Event Executive : Event Logistics, ensure the smooth and efficient planning and delivery of conferences and event functions which can range from 150 to 500 attendees within budget and deadlines Budget management – making savings where necessary, being creative with solutions to budget issues and ensuring the shows do not go over budget Process and system development: working with internal teams to enhance the exhibitor and delegate experience, ensuring adherence to best practice and the highest level of teamwork across functions. Negotiation with suppliers to ensure best prices without compromising on quality Floorplan management including redraws, updates and obtaining venue approval Exhibitor documentation – collecting and processing of relevant conference information from Exhibitors Managing Event Co-ordinator on agreed projects Production of the exhibitor manuals – produce template manuals, where necessary, and edit and maintain manuals for individual events Exhibitor liaison – ensure exhibitors receive good customer service pre-show and onsite, answering queries and chasing forms pre-show, solving queries onsite Event Guide Production Producing Signage Schedules Liaison with contractors, suppliers and exhibitors Liaise with sales and marketing teams regarding catalogue deadlines, onsite floorplans, onsite requirements etc. Relevant administrative duties e.g. raise purchase orders, arrange meetings, agendas, minutes and equipment transport to site, pre-show mailings Order and manage on-site services e.g. AV, office equipment, catering Ensuring onsite crates are fully stocked and packed pre-show Produce onsite information such as staff briefings, ‘daily diary’, exhibitor lists, floorplans Keep show files updated and archive older files Attend event meetings, site visits, planning meetings etc. Manage events onsite independently with the support of the Operations Coordinator Coordinate and manage temporary staff both onsite and pre-event Post event reporting Venue sourcing (if applicable) Assisting in ad hoc duties as deemed necessary Essential Skills, Abilities and Experience of Event Executive Experience in a similar role (conferences/exhibitions etc) Excellent time management and prioritising skills Positive, enthusiastic approach and works on own initiative Patient and calm under pressure Ability to work independently Flexible and adaptable Strong organisational and administrative skills Excellent interpersonal skills and the ability to inspire and motivate others Confident team player with a creative and innovative approach Budget planning and management Meticulous attention to detail Ability to work to tight deadlines and multi-task Reading and understanding of technical floorplans and stand drawings Strong IT skills - word, excel, powerpoint, outlook WHAT WE OFFER IN RETURN Competitive Salary based on relevant experience Strong progression route 37.5 hour working week Casual Dress Code and relaxed work environment Access to our extensive portfolio of internal training Employee Assistance Programme ( 24/7 helpline) 25 days holiday rising to 28 with service ( plus bank holidays) Day off for your birthday Regular and amazing team socials A vibrant office with lots of laughs and great music Constant opportunities for professional growth Pension Scheme Summer and Christmas Parties Early Finish on Fridays