Role Profile

Role Title: Event Organiser

Reporting To: Operations Manager

Division/Group: Ovum

Function: Operations and Events

Purpose of role:

Manage all logistical aspects of Ovum events.

Key Accountabilities:

Venue Relation:

·  Contracts: Manage cut off dates for rooms, cancellation policies and payment of deposits

·  Liaise with the venue co-ordinator: Ensure the floor plan and contract meet requirements

·  Brief venue on required configuration and specific conference / exhibition requirements

Provide information and liaise with Exhibitors/Sponsors/Speakers pre-show:

·  Communicate set-up & break-down timings in line with the venue contract

·  Establish deadlines and provide assistance with speaker preparations (flights, accommodation)

·  Documentation pack creation through speaker biography submission

·  Specific exhibition stand requirements

·  Specific speaker AV requirements (rehearsals, technical support etc.)

·  Maintaining an up-to-date speaker/exhibitor spreadsheet

Supplier liaison

·  Ensure all event requirements are serviced at a minimum cost

·  Power & communications requirements for exhibition stands

·  AV requirements to meet spec. provided by speaker, producer, sponsorship & exhibitions

·  Manage shipping of goods to and from venue

·  Calculate numbers for documentation & lunch ordering using exhibitor, guest, speaker & delegate figures

Financial awareness (independence/responsibility)

·  Understanding the implications of your work on a financial level and be able to recognise when discrepancies on forecasts need to brought to managers attention and be able to understand why.

·  Exercise tight cost control over all aspects of the role when ordering and establishing numbers/order volumes. Minimise wastage

·  Monthly submission of forecasts

On site responsibility

·  Main point of contact for exhibition clients & speakers, hotel & suppliers

Post-Conference Tasks

·  Convert conference presentations ready for the web-site directly after the event

·  Check and manage payment of all invoices relating to the event

·  Monitor accounts when paying invoices

Functional Event Solutions Competencies:

You can communicate a brief clearly and set project expectations / You have the ability to remain positive in adversity and turn around difficult situations on site as at all other times
You have sound people skills and can deal with people on all levels from suppliers to key clients / You inspire a trust in your team, customers and suppliers alike
You take final and complete ownership for managing event costs, success on site and smooth running of the event / You build lasting relationships with associations, speakers and clients and maximise the benefits
You have an exceptional attention to detail and an ambition to strive for the highest quality / You take control and responsibility in a crisis and manage effective and positive outcomes
You have experience and knowledge of the processes inherent in event management and therefore possess good anticipation skills / You have a good knowledge of the Health and Safety legislation and how it relates to event management

Skill Requirements:

·  Proven experience in the Events Industry

·  Ability to maintain clear conference files and keeping appropriate records of all communication and certain vital procedural detail. Good organisational skills

·  Manage the demands of multiple conferences and being able to prioritise the different tasks successfully

·  Good communication skills; Maintain an appropriate level of contact with all speakers, Exhibitors and Sponsors to ensure that they have all of the information they need to prepare for the event. Obtain all of the necessary deliverables from them by the specific deadline for the conference.

·  Ability to cope with the pressures of multiple deadlines and responsibilities

·  Computer Literate


Core Competencies – these are applicable to all roles within Informa and mean that you…

Communication (Level 2)
·  Quickly process information, break it down and communicate the salient points as appropriate
·  Develop avenues of questioning to ascertain correct information and ensure understanding
·  Influence, negotiate and persuade others as required
·  Communicate difficult messages sensitively and professionally
·  Juggle a range of information and deliver it in the right form to the right audience
·  Deliver effective presentations internally with confidence
·  Write concise reports for internal and external use
·  Read and interpret financial data
Creativity (Level 2)
·  Use a range of tools to initiate debate and problem solving
·  Encourage lateral thinking among the team
·  Praise examples of change for the better
·  Ensure ideas are explored, challenged and implemented
Customer Focus (Level 2)
·  Benchmark and network internally to ensure use of best practice
·  Set up formal and informal routes for communication and feedback with customers to align delivery with needs
·  Evaluate own practice to ensure processes are appropriate for customer needs
·  Build relationships with suppliers and all those concerned with delivery of the service
·  Ensure you understand the wider process of delivery - not just your own job
·  Make yourself answerable, available and approachable to customers
Team Working (Level 2)
·  Anticipate when team members need help or support and offer your assistance as appropriate
·  Develop understanding of wider team and how other functions contribute to the business
·  Support group initiatives and contribute to a business that works across functions, groups and divisions
Drive for Results (Level 2)
·  Remind team of the end goal and inspire professionalism in getting there
·  Ensure focus is maintained on delivering business objectives
·  Praise people who consistently make a real difference to the achievements of the team through drive and motivation
·  Articulate your own development requirements, set objectives and deliver them