Events Manager

PC Games Insider; United Kingdom; Remote; GBP 80,000 - 100,000

Job description

Overview
As the Events Manager, you are responsible for leading the end-to-end planning and delivery of Steel Media’s series of events, including the PG Connects conferences (which include sizable exhibitions as well as staged talks and panels) and other activities like award ceremonies and parties throughout the year.

You will report to the Head of Events, who will have overall responsibility for event strategy and planning. The role involves operational management of the in-house/external events team, running the logistics for each event, liaising with international suppliers and negotiating the best price for services, venue scouting, maintaining event budgets, managing client requests/related deliverables, briefing non-events team (where applicable), event creative assets briefing/sign off, and relevant post-event management. Floorplanning for the exhibitions/showcases is a big part of the role.

You will be mainly responsible for the EMEA/MENA/Asia events, with the existing team working on UK, American and established Euro (e.g. Helsinki) events.

Additional support tasks such as related administrative duties (e.g. event-specific spreadsheet creation/management, Skype calls, etc) and limited event marketing involvement are also expected.

You will need to manage a small team of event logistics staff, including an overseas events manager, to whom you will need to delegate responsibilities for work in new territories.

Top Priorities

• Oversee the delivery of our new Asia events portfolio, running events freelancers efficiently to create world-class b2b activities (under the guidance of the head of events, and C-level managers)
• Develop and implement processes for event planning and execution while maintaining a profitable budget
• Build and maintain strong relationships with key stakeholders, other internal teams, vendors, and venues globally

Specific Responsibilities

The role will naturally evolve with market trends and changing focus in the company, but the initial focus would be:

Event Planning & Production

• Lead venue selection, contract negotiation, and relationship management
• Oversee event layout planning and floorplans
• Work with production companies on booth construction, staging, and networking areas
• Manage catering, AV, and other vendor relationships - seek them out and confirm costs and contracts in good time
• Create and maintain detailed event schedules and high-level production timelines
• Ensure seamless on-site event execution through effective team leadership
• Consider the progression of the events as they grow and help SM develop an events strategy. Continually evaluate the events calendar, looking specifically at issues such as return on investment and time resources required
• Onsite management and delegation of SM events, specifically large events
  Compile feedback and lessons learnt documents from key events as required for continuous improvement
• Risk Management and Compliance: Identify potential risks associated with events and develop mitigation strategies to ensure the safety and security of attendees, staff, volunteers and all participants
• Develop and manage event budgets in conjunction with senior management
• Track expenses and maintain financial documentation
• Negotiate with suppliers to optimise costs
• Process invoices and coordinate with the Financial Director
• Recruit, manage and mentor the events team, including new international staff
• Scale international team up/down based on event requirements (eg. identify and bring in more freelancers for PGC London)
• Delegate responsibilities and coordinate workflows
• Track team availability, holidays and task allocation

Internal Team Management

• Coordinate with internal stakeholders (sales, marketing, content) to align event deliverables
• Manage sponsor communications and deliverables
• Attend (and, where necessary, lead) weekly management updates and team meetings
• Oversee post-event follow-up with sponsors and stakeholders
• Line management of the teams: manage and support the two UK-based event
• managers and international events team (where applicable), including reviewmeetings, performance reviews and day-to-day supervision

Administrative & Marketing Support

• Oversee creation and approval of event materials and creative assets
• Maintain event documentation and processes
• Support marketing campaigns and outreach initiatives and communicate event specifics to the Marketing Manager
• Handle other event-related administrative tasks as needed

About you

• Proven track record of successfully delivering large-scale B2B events (suggested minimum of 5 years experience)
• An organised, strong project manager with the ability to devise event plans and use project/account plans, budgets, and other financial information
• Budget management experience with demonstrable success in P&L responsibility
• Experience in a management role, comfortable overseeing a remote team
• Background in event logistics and operations, particularly regarding exhibitions
• Experience in developing events strategy
• Excellent relationship management and communication skills, with the ability to relate to people at all levels in a range of business functions
• Strong vendor and contract negotiation skills
• Motivational skills and the ability to lead the events programme and project management based on experience in strategy and delivery
• Excellent organisation, prioritisation skills and attention to detail
• A calm approach to working well under pressure and the ability to meet tight deadlines in a fast-paced environment while managing multiple projects
• A commitment to equality, diversity and inclusion
• Experience with event management software and tools (e.g. Google Sheets and Google Drawings, PowerPoint, Trello, budgeting software)
• First aid trained, experience in health and safety compliance for large events
• An interest in, or genuine desire to embrace, the video games industry
• Professional event management certification (e.g., CMP - Certified Meeting Professional)
• Experience with virtual/hybrid events
• Knowledge of GDPR and data protection requirements for events
• Travel flexibility for international events, including valid passport and proximity to an airport