Job Description
As Conference Executive you will be part of the RI Conference Team to assist in the organisation of 6-8 international events per year and to ensure that the company maximises revenues through effective organisation and execution of these events. You should have a good working knowledge of all Microsoft Office applications (Word, Excel, PowerPoint).
The role will report to the Conference Manager and will involve all aspects of administration.
Specific roles and responsibilities will include, but will not be limited to:
Exhibitions
- Establish and maintain good relationships with exhibitors for all RI events.
- Find and select appropriate booth contractors, agreeing floor plan and additional items for booths.
- Prepare and deliver all Exhibitor invoices.
- Prepare and distribute the Exhibitor Manual to all registered Exhibitors and ensure all necessary paperwork is returned in a timely fashion.
- Prepare Sponsor/Exhibitor profiles for the event website and binder.
- On-going Exhibitor administration to include credit control, booth allocation and general correspondence.
- Produce weekly Sponsor/Exhibitor report weekly and send to Conference Manager for distribution.
Speakers
- Establish and maintain good relationships with speakers for all RI events.
- Set up speaker manuals, speaker checklists and assisting the Conference Manager with chasing for abstracts, biographies and photographs for the website/proceedings.
- Keep a file of the biographies used and keep it up to date.
Conference General
- Set up the online registration system and attach it to the event website.
- Prepare and produce Security Name Badges for each event alongside the Conference Executive.
- Liaise with the nominated Shipping Company to ensure timely delivery and return of all RI marketing materials.
- Work with Conference Manager on all marketing matters where required.
- Work closely with the Conference Manager to shadow how an event is run with, with the aim to be able to take on a small event when fully trained.
- A student undertaking a degree in Event Management would be desirable but not essential
- Ability to travel internationally if needed
Qualifications
- If successful, you must have permission to work in the UK by the start of your employment
- You must have a UK driving licence
- You must be able to speak English fluently
- You must be currently living within a commutable distance of this vacancy