Jobdescription

Job Title:Conferences and Events Manager

Reporting To:Head of Philanthropy and Strategic Partnerships Operations

Department:Engagement and Income Generation

Location:Headquarters Office, Aldgate

Main Job Role:The postholder will take the strategic lead in identifying opportunities to influence and engage key stakeholders, such as clinicians, researchers and policy makers, through the development of conferences, seminars and other public events.

The post holder will be responsible for organising conferences and events for the Cystic Fibrosis Trust for key audiences, includingpeople with cystic fibrosis and their parents / carers, supporters, clinicians, scientists and researchers.

Main responsibilities:

Planning, managing and delivering a coordinated programme of conferences and events to include

  • An annual combined clinical and research conference
  • A programme of regional eventsfor parents and other people affected by cystic fibrosis
  • Fundraising and engagement events as required
  • Other clinical and research events as required
  • Other consultations and events with and for the CF community.

Supporting the effective use of video conference and other IT solutions to increase the participation and engagement of people with cystic fibrosis in the Trust’s public events.

Detailed responsibilities:

  • Ensuring the portfolio of events is delivered on time and in budget.
  • Planning and tailoring events in order that they meet the strategic objectives and priorities of the Cystic Fibrosis Trust.
  • Researching needs of key stakeholders prior to event planning stages to ensure event programmes are relevant and engaging.
  • Researching potential event clashes before confirming event dates.
  • Increasing involvement of our stakeholders in shaping events.
  • Ensuring key internal and external stakeholders are consulted on event dates before finalised.
  • Researching venues and locations in order to secure suitable venues (including conducting site visits).
  • Identifying and securing speakers or special guests.
  • Producing operational plans and volunteer / contractor briefs for each conference in a timely manner to ensure the smooth running of each event.
  • Sourcing and managing volunteers internally and externally as required to help deliver the events.
  • Coordinating staffing requirements and staff briefings.
  • In liaison with Volunteer Manager, identifying opportunities where volunteers could assist in event planning and administration.
  • Working with colleagues within the Trust to manage the delegate administration of relevant conferences (where appropriate).
  • Regular venue liaison (including AV, catering, signage and contractors) in the run up to each event.
  • Sending out event notices to delegates, sponsors, and speakers in a timely manner.
  • Developing sponsorship strategies for each event, approaching and liaising with sponsors and ensuring excellent communications with sponsors pre, during and post-event.
  • Timely liaison with delegates and sponsors in run up to events, including registering delegates and monitoring / responding to queries.
  • Keeping up to date records of delegate numbers and registration details, and sponsorship income.
  • Liaising with speakers to collate presentations and ensure they meet CF brand guidelines.
  • Co-ordinating travel, accommodation and other conference logistics for all participants including speakers, sponsors and volunteers.
  • Ensuring delegate and sponsor feedback is obtained and analysed post-event.
  • Producing conference packs and papers / delegate name badges where appropriate.
  • Carrying out all H&S risk assessments, ensuring insurance, legal, health and safety obligations are adhered to.
  • Investigating the use of streaming and other technology to ensure accessibility of events to those who cannot attend in person due to cross-infection.
  • Identifying cost-effective procedures / resources to further professionalise and streamline the Trust’s event planning.
  • Planning own day-to-day work within the agreed framework and dealing with any issues which may affect the achievement of successful outcomes and meeting deadlines.

Marketing

  • Liaising with marketing and PR colleagues to promote the event.
  • Liaising with marketing colleagues to ensure event details on website are always up to date.
  • Identifying areas to maximise revenue from the events including sponsorship and exhibition development and account managing any sponsors that are sourced for these events.
  • Developing detailed marketing plans for each of the conferences to key audiences and stakeholders including working with the brand team to create high quality programmes and marketing materials.
  • Ensuring the branding at the event and in accompanying materials is well represented.
  • Working with the rest of the organisation to maximise cross-marketing opportunities for other departments (including Regional & Corporate Fundraising and other departments as relevant).

Other

  • Working within agreed budgets.
  • Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly;
  • Overseeing the dismantling and removal of the event and clearing the venue efficiently.
  • Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).
  • Thank you and follow up to speakers, sponsors and volunteers, where appropriate.
  • Carrying out any other reasonable duties that are consistent with the skills, abilities and position of this job.

The job description is a working document and may be amended from time to time by theCystic Fibrosis Trust following consultation

Person Specification

Essential / Desirable
Education/qualifications /
  • Educated to degree level or equivalent

Experience and knowledge /
  • Experience of managing conferences and meetings
  • Ability to secure corporate sponsorship and of managing corporate sponsors
  • Experience of marketing conferences and achieving targets (e.g. income targets, delegate numbers)
/
  • Experience of managing scientific, medical or healthcare events
  • Experience of working in a non-profit organization
  • Knowledge of cystic fibrosis and/or health issues
  • Experience of live streaming events

Skills and abilities /
  • Demonstrable ability to remain calm and professional when under pressure
  • Excellent and clear written and verbal communication
  • Strong negotiation skills
  • Organisational and time management skills
  • Ability to prioritise workload in order to meet deadlines
  • Proficient with Microsoft Office including Excel

Personal qualities /
  • Flexible approach
  • Good business acumen
  • Able to work effectively in a team but equally to use own initiative and work pro-actively
  • Willingness to undertake travel and occasionally overnight stays
  • Willingness to work evenings and weekends when events take place outside of office hours

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