JOB DESCRIPTION
DETAILS
Post:Events Executive
Reports to:Senior Events Manager
Department:Marketing and Events
Salary:up to £ 24,000 (dependent on experience)
Location:London – EC4Y 8EE
Contract:Permanent
Revision Date:February 2016
British Society for Rheumatology
The British Society for Rheumatology (BSR) works to promote excellence in the care of people with rheumatic and musculoskeletal disorders and to support those delivering it involving patients and carers at every step, the BSR works to ensure that physicians and clinicians are educated and trained to provide high quality care. Our membership consists of clinicians looking after the whole of life, from children to adults and across the whole patient pathway. BSR is patient centered and clinically led, our members work in hospital and across the community diagnosing and treating people with rheumatic and musculoskeletal disorders with a range of over 200 conditions.
Job Summary
To provide support to the Marketing and Eventsteam to ensure the effective running of the BSR annual conferences, education courses, E-learning and marketing/communication services.
The specific duties of the post-holder
Conferences and Courses
- To work with the Senior Events Managersto manage the content management and abstract process which includes liaison with speakers, course convenors and committee members to plan the content of both the annual and autumn conferences and other events
- To work with the Senior Events Managersto provide support with exhibition sales and sponsorship initiatives for the annual, autumn conference and event courses
- Research and liaise with suppliers including caterers, venues, accommodation agencies and registration companies to ensure the smooth running of events
- To source and manage suppliers for keypads, headsets, delegate bags, lanyards etc.
- To manage the hotel accommodation at annual conference for speakers
- To liaise with travel partners and organise online booking systems for Speakers at both large conferences
- To manage speaker travel expenses, evaluating overall expenditure at the end of each large conference
- To be responsible for the management of the social events at both the annual and autumn conference
- To be responsible for full delegateregistration management both prior to events and onsite. Build delegate registration website and monitor bookings to provideregular updates to the events team
- Onsite management of the event on the day, including management of registration desk, handling queries and requests
- Full management of onsite catering at both the Spring and Autumn annual conferences including menu tastings, final choices and final catering numbers
- Management of the academic posters on-site at the major conferences
- To support the Senior Events Managers on operational management, production of exhibitor technical manuals, health and safety risk mitigation during build, open and break-down periods
- To support the Senior Events Managers re the technical and Audio Visual requirement s at events
- To support on the delivery of a conference App
- To support on the production of the conference printed and online programme
- To assist with the production and distribution of pre-event publicity to maximise attendance and revenue across all events
- Prepare events information for monthly BSR e-newsletter and events newsletter and keep the events pages on the BSR website up to date and to provide support to the Marketing and Digital Manager for social media and e-news
- Help to maintain the event and education databases
- Management of the evaluation from all events
To provide administrative support to the Heberden and Education and Training committees and any associated sub committees
- To support Senior Event Managers with committee meetings , including meeting set up, prep beforehand, taking and writing up minutes
- Oversee and supervise temporary staff where appropriate onsite
Annual prizes and awards:
Co-ordinate BSR’s BSPAR’s and BHPR’s annual prizes and awards, including:
- Ensuring that all prizes and awards are advertised effectively in appropriate places including theBSR website
- Producing and distributing application forms
- Co-ordinating the assessment of prize applications
- Informing assessors and applicants of the outcome of the assessment process
- Managing the logistics of each prize, including organising accommodation and registration, prize cheques, engraving of medals and producing certificates
- Managing the prize-giving ceremony at the conference
- Managing of the overall budget for the annual prizes and awards
General:
- Attendance at the annual conference for approximately 6 nights per year
- Attendance for 2 nights at the Autumn conference and for ad hoc education courses
- Attendance at overseas conferences such as EULAR, ACR and APLAR as and when required
- Attendance at competitor events within the UK to promote BSR when required
- Attending site visits and ensuring an accurate record of these meetings is kept. Some overnight stays may be required
- Undertake additional duties and training as required by the Director of Events and Marketing
Undertake administrative tasks relevant to individual role and assisting with colleagues’ administrative needs as required
Personal SpecificationThe post requires an Events Executivepreferably educated to degree level supported by approximately 2 years' events and/or exhibitions experience preferably gained in the not for profit environment e.g. education, medical or charity sector. In addition to excellent administrative skills, self-organisation, accuracy and initiative, we seek someone who is a proficient communicator and competent in the use of IT.
1. Experience / Essential/Desirable
- Experience in exhibition management
- Experience in liaising with venues and suppliers
- Experience in working with budgets and handling invoices
- A demonstrable background in providing excellent customer service
- Experience in exhibition sales
- Experience of working with committees
- Experience in delegate management
- Experience in event logistics pre event & onsite
2. Education/ Knowledge
- Educated to degree level or equivalent experience
- Understanding of the needs of an organisation in the health or membership sector
3. Skills & abilities
- Good IT skills and experience in digital and social media
- Well-developed interpersonal skills with the confidence and ability to work with people at all levels
- Excellent oral and written communication skills
- Good time management and prioritisation skills
- Strong organisation skills with the ability to work on multiple projects simultaneously
4. Personal characteristics & aptitudes
- Willingness to travel and work out of the office including overnight stays and able to work out of normal office hours when necessary
- Flexibility, proactive approach to work and willingness to take on additional duties (as required) to aid the smooth running of BSR