Event Coordinator - Brighton, United Kingdom - Informa Markets

Informa Markets

Verified Company

Brighton, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Company Description
Informa Markets, a division within Informa, creates global platforms for industries. We organise over 500 large-scale branded and transaction-oriented events in 14 specialist markets. These are typically not-to-be-missed annual events where buyers and sellers build relationships, see and show products and do business.

We also provide year-round online platforms where companies showcase their businesses and products and buyers conduct research, generating valuable leads, and we provide data and digital content that supports the flow of knowledge and transactions in markets.

Smarter Shows is an exhibition and conference brand owner, delivering a portfolio of sector leading live events primarily in the aerospace, automotive and materials industries.

Innovative and agile, we are a truly 21st-century events business, founded and supported by some of the most respected people in the business; our founders have over 50 years combined industry experience.

The Event Co-ordinator's role is to support all aspects of the exhibitors' relationship with Smarter Shows and is intended to help further delivery of a positive and professional client experience, supporting the exhibitor in terms of key logístical requirements such as booth planning and using the exhibitor manual etc.

Going forward, developing an event operations role with existing and new skills towards independently leading an event operationally.

Line reporting to:
Senior / Operations Manager (OM)

Matrix reporting to:
Operations Director (OD) | Event Director (ED)

Primary Responsibilities:

Exhibitor Relationship Management & Event Administration:

The primary purpose of the role is to support and deliver a professional client experience - liaising with the exhibitor in terms of key logístical requirements such as booth/stand spec and exhibitor manual etc.

Processing all new bookings for exhibit space and sponsorship and keeping all records up to date and accurate.
Reporting on exhibitor's progress throughout the cycle, and maintaining accurate records.
Liaising with event sponsors regarding deliverables to show site.
Dealing with all lead retrieval administration and correspondence.

Ensuring all booth approval forms are received and processed by their given deadline.

Managing and providing copy for any Operations related web pages on the event websites
Managing the exhibitor database and forwarding the information on a weekly basis to all main contractors/suppliers with the most recent floorplan.
Responsible for a 6weekly review of the exhibitor database, Salesforce and floorplan and reporting any anomalies to the Event Director.
Production and management of the Exhibitor Online Portal/Manual including tasks such as:
Building and updating the Exhibitor Portals/Manuals.
Collating of compulsory forms etc.
Requesting information and order forms from contractors/suppliers and the venue,

working with the OM to obtain this information.

Proofreading the copy and checking that all links and downloads operate.
Welcoming new exhibitors to the manual and providing personal login details.
Advising of deadlines and deliverables.
Monitoring exhibitor orders placed with key contractors and suppliers beginning 68 weeks out from the shows, reporting any concerns to the OD/ED.
Production and management of the Event floorplan through Map Your Shows.
Sending out the postshow survey to exhibitors and collating results.
Speaker, sponsor and exhibitor logistics.
Processing Visa invitation letters.
Reporting to the OM/OD in a weekly prearranged meeting with progress and achievements for the week in hand and aims for the following week.

Future role development moving into our 2025 events and adding to the EC role. Operations Development - towards taking an Operational Lead role.

Under the guidance of the Operations Director and Operations Managers:

Populating all event information, schedules, contractor contact details and the show project and task list.
Sourcing and liaising with venues, contractors, and suppliers.
Assisting in the production of contractor & supplier specifications documents to receive accurate quotes for all aspects of onsite show management exhibition and conference including special features areas.
Understanding each event's requirements for onsite staffing e.g. Security & Venue personnel, temporary staff, and medical staff.
Understanding the venue and general stand contractor's rules and regulations.
Report to the OM with quotations and accurate costs to update the budget.
Collating all sponsorship, contra deals and any special requirements. Notifying relevant, colleagues, contractors, and suppliers by requesting quotes and confirming orders.
Managing the freight and shipping for each event; liaising with the Freight Forwarders, producing the freight packing list and labels for all event shipping.
Ordering and managing all onsite stati