Event Manager (Contract Nov 24 - Apr 25)

As an Event Manager, you will be part of a dynamic team and orchestrate the end-to-end planning, organization, and execution of diverse events, ensuring exceptional experiences for clients and attendees alike.

You will conceptualize event concepts, develop strategic event plans, and oversee all logistical aspects, from venue selection and vendor coordination to budget management and post-event evaluation.

Utilizing your excellent leadership and communication skills, you will liaise with clients, stakeholders, and internal teams to align event objectives with organizational goals, delivering events that exemplify our clients' brand and exceed expectations.

Your ability to problem-solve, adapt to changing circumstances, and stay composed under pressure will be crucial in creating successful and memorable events.

This is a Nov 2024 to April 2025 contract role.

You must be based in London (or within commutable distance) and be able to travel to several cities across Europe.

Responsibilities:

Event Planning and Coordination

1. Develop and oversee comprehensive event plans, including budgets, timelines, and task delegation.
2. Coordinate with various teams and vendors to ensure all elements of the event align with the plan.
3. Liaise with stakeholders and manage their expectations throughout the event planning process.

Vendor Management

1. Conduct thorough research to identify potential vendors and gather proposals.
2. Negotiate contracts, terms, and pricing with selected vendors, ensuring legal compliance.

1. Monitor vendor performance during event preparations and execution.
2. Address any deviations from agreed terms and provide feedback for improvement.

Risk Management and Troubleshooting

1. Conduct thorough risk assessments for events, identifying potential risks and their impact on event outcomes.
2. Collaborate with relevant stakeholders to develop risk mitigation strategies.

1. Address and resolve immediate issues that arise during the event, coordinating with the event team and vendors.
2. Ensure a quick and effective response to unexpected situations.

On-site Event Management

1. Lead and manage the onsite event team, ensuring roles and responsibilities are clear.
2. Oversee team performance and address challenges during the event.

1. Manage and coordinate onsite logistics, including vendor interactions and setup.
2. Ensure adherence to the event plan and coordinate adjustments as needed.

Post-Event Evaluation and Reporting

1. Oversee the post-event evaluation process, ensuring data collection and analysis are thorough and accurate.
2. Provide strategic input into the evaluation process and areas of focus.

1. Generate a comprehensive post-event report outlining event performance, attendee feedback, and any recommended improvements.
2. Provide insights and recommendations for future events based on the evaluation.

Budget Management

1. Develop event budgets in collaboration with relevant stakeholders.
2. Ensure adherence to the approved budget, making informed financial decisions throughout the event planning process.
3. Implement efficient financial tracking systems to manage costs, track payments, and analyse expenditures.
4. Maintain transparent communication with stakeholders regarding financial matters, budget updates, and financial expectations.

1. Review and approve event-related expenses to ensure they align with the approved budget.
2. Monitor spending and control costs to stay within budget limits.

1. Generate regular financial reports comparing actual spending to the budget.
2. Analyse variances and provide explanations for deviations.

Client Relationship Management

1. Build and nurture relationships with clients, understanding their needs and expectations for events.
2. Serve as the primary point of contact for clients and maintain open lines of communication.

1. Collaborate with the team to create event proposals, contracts, and agreements tailored to client preferences.
2. Ensure contract terms align with both the client's needs and organizational capabilities.

1. Gather feedback from clients post-event to evaluate satisfaction and identify areas for enhancement.
2. Address and resolve any client concerns or issues in a timely manner.

Team Leadership and Collaboration

1. Coordinate event planning teams, ensuring effective communication and collaboration.
2. Assign roles and responsibilities to team members based on their skills and strengths.

1. Provide leadership, guidance, and motivation to the event team throughout the planning and execution phases.
2. Foster a positive and collaborative team environment to enhance productivity and creativity.

Practice Marketing (External Positioning)

1. Contribute to the development of the agency's marketing strategy by identifying target markets and key differentiators.
2. Implement marketing campaigns and initiatives to promote the agency's services and expertise in event planning.

Requirements

1. Preferable bachelor’s degree or similar in Event Management, Business, Marketing, Hospitality, or a related field.
2. 5+ years of experience/exposure amongst an agency within the Event Marketing Industry (Internationally) with proven experience at management level.
3. Preferable within the B2B Technology Sector.
4. Direct experience of managing and leading medium to large scale event experiences from brief to conception to completion, whilst being part of a team to produce larger more complex campaigns (in-person or digitally).
5. Demonstrated management abilities, including team management and collaboration, across either direct report, cross agency departments/practices, and onsite vendor staff/crew.
6. Excellent organizational and time management skills, with the ability to manage multiple projects simultaneously and prioritize tasks and meet tight deadlines.
7. A keen eye for detail, creative thinker, and problem-solver abilities to handle unexpected situations and find innovative event solutions.
8. Excellent interpersonal and communication skills to liaise, communicate with clients and vendors.
9. Strong teamwork and collaboration skills.
10. Ability to work in a fast-paced, dynamic environment.
11. Strategic thinker to be able to advise and optimise our clients' event experience throughout the campaign lifecycle.
12. Familiarity with event industry trends, best practices, and emerging technologies/experience within Event Marketing to influence/inform the team and the Event Practice.
13. Proficiency in event management software and platforms, project management tools, and Microsoft Suite.
14. Flexibility to work irregular hours, including evenings and weekends, to oversee events.

This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.

About MOI

MOI is the world’s leading global multi-specialist B2B agency, with offices in London, New York, Seattle, Dubai, Singapore, Munich, and Sydney.

As Best Agency of the Year (B2B Marketing Awards 2022) and Best Company to Work For (Best Companies), we’re committed to redefining the business of creativity as the catalyst for B2B growth.

We embrace different and deliver on our vision through our proprietary approach to strategy-informed creative thinking. Our Turning Heads methodology combines the best of strategic consulting, creative thinking, media, technology, and sales expertise. This enables us to develop intelligent, head-turning solutions which creates change and empowers our clients to differentiate, transform, and grow.

Some of the world's largest tech organisations trust us to turn the heads that count, including Adobe, Ciena, Dropbox, Facebook, AWS, Google Cloud, Oracle, ServiceNow and Proofpoint.

Equal Opportunities

We are committed to creating a workplace that values equality, diversity, and inclusion. We believe that a diverse and inclusive workforce not only fosters innovation but also ensures that every individual's unique perspective is celebrated and respected. We are an equal opportunities employer and are dedicated to providing a work environment that embraces all backgrounds, experiences, and perspectives.

At MOI, all qualified applicants will be considered for employment without regard to age, disability, ethnicity, sexual orientation or any other protected basis under appropriate law. We strive to build a culture where everyone feels welcome, included, and able to bring their full selves to work. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process. Please let us know in your application if you require an accommodation during the interview process.