Events Co-ordinator - Edinburgh, United Kingdom - Scotland Food & Drink

Description

Events Co-ordinator

Annual Leave entitlement: 25 days (plus 10 bank holidays)


Working hours:35 hours per week


Contract:
Permanent contract


Location:
Ratho, Edinburgh / Hybrid-working

Prior to any employment commencing with Scotland Food & Drink you will be asked to provide documents to demonstrate your right to work in the UK.

JOB SUMMARY

As an Events Coordinator, you will play a pivotal role in supporting the Events Business Partner in executing the Scotland Food & Drinks events strategy, which includes supporting the work of our UK Market Development Team[GU1].

You'll be passionate about delivering outstanding event experiences and will have meticulous attention to detail.

As an integral part of the events team at Scotland Food & Drink, your responsibilities will include co-ordinating the end to end execution of events within our events programme, managing your own portfolio of events as delegated by, and supported by, the events business partner.

Events within our portfolio range from small scale events such as industry round tables and networking events, to co-ordinating our attendance at trade shows and planning our larger events such as our industry awards, conference, or Showcasing Scotland which is a large scale international buyer event that takes place every two years.

This is an exciting opportunity for an organised and detail-oriented individual with a passion for creating exceptional event experiences.


ABOUT THE ROLE
Your day-to-day responsibilities may include but are not limited to:
Logistical Coordination

• Assist in planning and coordinating the endtoend delivery of events, including inputting to project management planning and designing critical paths as well as venue selection, catering, audiovisual requirements, and transportation logistics. You'll manage your own portfolio of events, as well as supporting the events team on the wider events programme.
• Collaborate with internal teams to ensure all logístical aspects of events are wellorganised and executed efficiently.

Communication and Administration:

• Support in preparing accurate and efficient event communications, both internal and external, such as nametags, delegate packs, gift bags, and registration lists.
• Collaborate with the Brands and Communications team to provide content for marketing and promotional collateral, maintaining a consistent brand identity across all events.

Financial Management:

• Assist in managing event budgets, monitoring income and expenditure to ensure events are delivered within budget.
• Work with the Events Business Partner to negotiate contracts with vendors and suppliers to optimise costs.

Sponsorship Support:

• Contribute to the overview and delivery of agreed sponsorship opportunities and branding at events.
• Assist in reviewing the approach to event sponsorship to maximise funding.

Risk Management:

• Collaborate with the Events Business Partner to identify and mitigate potential risks associated with events, conducting risk assessments and developing contingency plans.

Compliance and Legal:

• Ensure all events comply with relevant laws, regulations, and organisational policies.
• Assist in obtaining necessary permits and licenses for events as required.

Reporting and Analysis:

• Carry out event debriefs, recommending improvements based on learnings after each event.
• Contribute to the production of accurate reports to monitor and analyse event success.

ABOUT YOU

• 2+ years of experience in event planning and coordination.
• Strong organisational and time management skills, with meticulous attention to detail.
• Ability to work collaboratively as part of a team and take initiative independently.
• Excellent written and verbal communication skills.
• Familiarity with Microsoft Office (Word, Excel, PowerPoint, Outlook) and CMS/CRM tools.
• Interest in and understanding of the Scottish food and drink industry.
• Flexibility to attend events, including evenings and weekends, and travel as required.

Note:
Experience with platforms such as Hopin and AwardsForce is considered an advantage.


WORKING AT SCOTLAND FOOD & DRINK

Scotland Food & Drink is the industry leadership organisation tasked with delivering the industry strategy and driving responsible growth for the sector.

We are also a membership organisation with over 450 companies at our heart.

Working with us gives you an opportunity to be part of one of the most exciting and innovative industries in Scotland.

Our culture and our people are core to delivering our diverse and collaborative work.

We have work/life balance as one of our core values and we have a benefits package offering a pension scheme, 35 days holiday (plus your birthday), enhanced MAT and Paternity benefits, a flexible working policy and a cycle-to-work scheme.

As well as opportunities to socialise and attend industry events and dinners.

We believe working with us should be a hugely positive experience, our