Events Executive

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About the role
This role is a development and support role reporting into a Senior Events Manager and working with the wider team and project stakeholders. The events calendar is composed of Awards, Forums and industry networking events for Haymarket brands and select clients. The team is a busy events division running up to 65 events a year. You will also work closely with the other Events Coordinators, Executives or Event Managers where necessary.

The role is expected to be 60% portfolio based running 3 - 4 events depending on the size of the project, these are expected to be smaller, less complex, more editorial focused projects, with the remaining 40% of the role will be support based for the team and your line manager.

Multitasking and managing the support elements of the role will run alongside the portfolio product aspects of the role.

As an event executive you will be responsible for the complete end-to-end project management of each of the events in your portfolio, it is expected that you will need help and guidance on the role as it is a developmental opportunity. The role would include elements such as budget/financial management, event timelines, event microsites (design and content), marketing (design, content and delivery), all administration and digital filing and to act as the primary liaison with brand editorial team, brand commercial team, venues, suppliers, entrants, attendees, delegates, sponsors and any other key stakeholders (including marketing and telesales).

Sustainability is at the heart of our events, so each team member is expected to adhere to our procurement and sustainability procedures as part of their role. Five sustainability principles (Reduction, Inclusion, Transparency, Ethics, and Value) govern our events and all team members are expected to demonstrate and uphold these principles in their own work.

As an events executive you will also be a support for the wider team on more administrative tasks where needed across the portfolio, this may mean helping with a Forum or an Awards.

An events executive must also understand the Company Vision and Values, and apply their principles at all times.

Key responsibilities
Financial

• Responsible for managing P&L and budgets/expenditures and maintaining forecasts along with the prompt financial decommissioning of projects.
• Accountable for the accurate processing of revenues from entries, table bookings and delegates (if applicable) and reconcile all revenues with the event management system and management accounts.
• Resolve any queries arising from bookings both with the relevant client and the relevant accounts team internally.
• Support the commercial team with the accurate budgeting of all commercial partners and acting as primary/secondary liaison where appropriate.

Operational/Administrative

• Maintaining effective working relationships with internal events, editorial and commercial teams and external contracted key suppliers.
• Schedule and run regular meetings for each project with all relevant stakeholders in the project (including editorial, commercial, marketing, content and senior brand representatives).
• Maintain a working project file for each event on the Haymarket Events server / google drive.
• Responsible for programming of the relevant online booking process for each event on our entry management system (Eventsforce or similar).
• Produce and maintain a timeline / event project plan for each event ensuring that the event runs to schedule and deadlines are met. Working to the agreed internal plan template.
• If required, help secure judges or speakers for an event.
• Be the point of contact for event sponsors, judges or speakers regarding their involvement in any project.
• Process all entries, building a database of entrants using Eventsforce software, compiling a master set of all entries and judging folders containing edited sets of entries.
• Coordinate, plan and oversee the judging of awards events from facilities and catering, to the judging.

Marketing

• Responsible for updating information and content on the event microsites working with the marketing team.
• Coordinate activity prior to the launch of the marketing campaign for each project and to ensure that the activity is executed timely and correctly in-conjunction with the timeline of the event, working where appropriately with the brand and our Marketing and Telemarketing team members.
• Prepare and publish/produce entry packs, delegate application forms, media packs, commercial sales documents and online questionnaires for events, either online or if required, as a printed document.
• Supervise the design and execution of advertisements and all other marketing activity promoting entry or attendance for each event working with our external suppliers.
• Supervise the design and production of all other printed material relating to each project, working with Haymarket's assigned design team.
• Utilise all marketing opportunities available to promote each event including: social media, online inventory via our brand sites, editorial support, email marketing, telemarketing, print, direct marketing, other Haymarket events, recruitment sites and working where appropriate with Marketing and Telemarketing team members.
• Take responsibility for specific telemarketing aspects of awards events to ensure that all known interested parties are reminded to enter or attend.

Event Logistics

• Supervise the operational activities of staff assisting you on any project (these may be colleagues or temporary or freelance staff).
• Ensure that all Health & Safety, Risk Assessment and all other relevant information for the event is delivered in a timely and correct process (e.g. dietary requirements for the event / judging day to the venue).
• Ensure that all information is available for the editorial team / website in a timely fashion to meet any deadlines for the reveal of both the shortlist and the winners of the events.
• Undertake any other reasonable duties.
• Manage the operational delivery of events and incorporate sustainability initiatives in planning and delivery.

Event Coordinator tasks:

• Become thoroughly familiar with the events run by Haymarket Events
• Maintain a competitive database for our events and key competitive events in each market sector
• At the end of an event to archive all promotional print produced for the events as a reference for future years
• Resolve and chase invoice queries, manage the unpaid/paid Worldpay ledger and to chase where necessary bad debt working in conjunction with Management Accounts
• Working with the event managers to assemble judges folders containing edited sets of entries and information
• Assist in chasing information from the finalists or delegates on our portfolio of events, especially images and finalist detail sheets, delegate supplier choices, conference delegate information.
• Supporting the other event managers where needed on specific project related tasks.

Regular Tasks:

• Attend meetings and take minutes where necessary as directed by the senior team members
• Provide office backup for an events manager running an event (i.e. cover their phone, take messages, collate all messages, and liaise with the events manager at the venue)
• Send out events information for your own projects and others depending on the support required.
• Building lists of preferred judges or speakers, to chase responses and maintain these lists for your events.
• Send out certificates, trophies and event survey questionnaires, to be received the day after one of your events.

Skills / Experience / Knowledge / Minimum Criteria

• Preferred Attributes/Skills:
  • A degree is not necessary but you will have attained at least 2 A Levels (or equivalent) at Grades C or above. Common sense and a can do attitude is more important than a degree
  • A good use of the English language both written and spoken are essential for the role
  • Good time management, a sense of humour and the ability to work in a team
  • Punctuality and being organised along with good attention to detail are critical
  • Candidates should be able to keep accurate minutes of meetings
  • The successful candidate will be a self-starter and resilient
  • Haymarket Events largely uses MAC computers, with Word, Excel and Eventsforce software, but candidates should have the ability to use a Mac or PC
  • Candidates must be able to work in a highly pressurised environment and to tight deadlines
  • An interest in working in Events is essential.

We are a Disability Confident employer and offer guaranteed interviews to all disabled applicants who meet the above minimum criteria.
To be considered as part of this initiative, please ensure you indicate if you have a disability when applying for the post.
Why work with us?

• 25 days holiday per year excluding bank holidays (increasing 1 day per year of service up to 30 days)
• Work from anywhere in the world for up to 3 weeks of the year with our 'Work from Anywhere' days
• Flexible working hours (core hours from 10-3) allowing you the flexibility to adapt your work schedule to your personal commitments
• Generous contributory pension scheme
• Health Cash Plans: With our health cash plans, you can access a range of healthcare benefits, including coverage for medical expenses, dental care, optical services, and more

More about working for Haymarket
Putting social and environmental responsibility at the forefront of our business we have aligned our current sustainability goals with the United Nations Sustainable Development Goals. As we serve our audiences, clients and communities, we are committed to driving the meaningful change necessary to build a better world. The principles of diversity, inclusion, respect, responsibility and sustainability are at the heart of our business.

We want to support our people to balance their personal and professional lives and we believe our range of benefits encourages this. Nothing beats face-time with our colleagues to promote creativity and collaboration, we've therefore adopted a blended working model where full time employees can expect to spend 3 days of their week in the office and the other 2 working at a location of their choice.

Haymarket is proud to be an equal opportunities employer and are committed to ensuring that all candidates are given the same opportunity to succeed regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age or disability.

If you need any reasonable adjustments to enable you to fully participate in the recruitment process, please contact us at recruitment@haymarket.com.

Come and join us and see for yourself how Haymarket is a rewarding and exciting place to work.