Event Audience & Delegate Experience Manager

at  Energy Institute

Job Title: Event Audience & Delegate Experience Manager
Department: Events
Reports To: Head of Events
Contract: 9-month FTC (potential to extend / permanent position)

WHO WE ARE

The Energy Institute (EI) is the chartered professional membership body for people who work across the world of energy. Our purpose is creating a better energy future for our members and society by accelerating a just global energy transition to net zero. We do this by:

• Attracting, developing and equipping the diverse future energy workforce
• Informing energy decision-making through convening expertise and advice
• Enabling industry and consumers to make energy lower carbon, safer and more efficient

The EI staff team and its extensive network of volunteers pursue these goals in line with a set of values reflecting the culture of the organisation:

• We are inclusive by treating each other with care and respect
• We build trust through open and professional collaboration
• We are passionate about making a difference

ADDITIONAL SKILLS REQUIRED

• Proficient in basic computer software, including Microsoft Office Suite (Word, Excel, PowerPoint, etc.), email clients (Outlook, Gmail, etc.), and web browsers (Chrome, Firefox, etc.).
• Comfortable using digital communication tools, such as email, chat and video conferencing.
• Able to collaborate effectively with others on digital projects, using tools such as project management software (Microsoft Teams or Microsoft Project, Asana, Trello, etc.), and cloud-based content management systems (SharePoint, Google Drive, etc.)

ROLE PURPOSE

To support the Energy Institute’s Events Team contributing to the achievement business and revenue objectives through the effective delivery of the international events portfolio, with a specific focus on event audiences and the delegate experience.

PRINCIPAL ACCOUNTABILITIES

In carrying out these duties the post holder will:

Pre-Event(s):

• Identify and define the target audiences for the EI events portfolio, working collaboratively with all EI teams and groups, to create a 360 understanding of event attendance, including new and existing delegates, members and non-members.
• Attend meetings with EI committees / boards and relevant internal teams to understand the direction of event programmes, and to assist with areas of development for the ‘experience’ of attendees.
• Creatively contribute ideas to event programmes / content, collaborating with the Event Content Manager, including ideas for interesting and innovative interactions and engagement before, during and after the events, to enhance the benefit proposing for attending EI activities.
• Manage and set-up delegate registration bookings system for all events on Oomi (CRM) and other appropriate platforms, creating the best possible user experience in collaboration with the Digital and Marketing Teams.
• Manage the International Energy Week registration system on CVENT (event platform), utilising new functionalities, and identifying new ways of enhancing delegate UX, with the objective of sustaining, and later increasing, the delegate revenue for this event.
• Track and analyse registration progress for all events, from the on-sale date to the event date, highlighting and troubleshooting registration fluctuations to the Marketing, Membership, Strategic Partnership and Comms Teams.
• Assist the Operations Managers with sustainable catering choices, including contributing intelligence from delegate feedback and market research. Attend venue and catering menu tastings to ensure high standards can and will be delivered, continually improving of the delegate experience and aligning with the EI own net zero targets.
• Compose, distribute, and manage clear delegate communications, including joining instructions. Identify areas for improvement with the objective of increasing conversion rates for attendance.
• Overall, continually collaborate with the Operations and Content Events Team members, and other EI event-delivering teams, to ensure an outstanding level delegate experience before each event. Consider areas for development including relating areas, including event technologies, to facilitate this enhancement.

On-Site / During Event(s):

• Attend all events as the primary delegate POC / host representing the EI; engaging with delegates, sponsors, stakeholders, suppliers, contactors, and team members on site, to ensure absolute attendee satisfaction.
• Manage on-site registration, badging, and welcome areas – the all-important first impression for all EI events! Ensure access and badging systems are efficient and effective, to assist the Event Operations Team members security, health and safety, and venue management remits, as well as attendee safety and comfort.
• Processing any new booking and outstanding payments on-site.

Post-Event(s):

• Compose and deliver post-event communications to all delegates, working with the Events Content Manager to deliver any programme content elements included in delegates packages.
• Create and distribute post-event surveys to attendee, gathering and analysing feedback and insights, to contribute ways to improve events.
• Generate audience reports to evaluate the success of each event’s attendance, identifying areas of improvement, informing planning, and setting attendee and revenue targets for future events.
• Hold debriefs meetings with relevant parties, stakeholders, and suppliers, where necessary.
• Manage payment reconciliation, including following up on outstanding delegate / guest invoices, when required.

Ongoing / Evergreen:

• Assist with overseeing the Events and International Energy Week email inboxes, responding to queries, and providing support as required (all events team members share this task on a weekly rota).
• Work with the Membership Team to ensure the events are serving and engaging with the EI Members of all cadres.
• Contribute to budget planning and administration when required.
• Conduct research and analysis of competitor events, identifying similar events, conferences, or exhibitions, and reviewing their programme structure, positioning, dates, audiences, and other relevant information. Gather data on competitor events, and provide regular reports and updates to the Events Team, outlining key findings. Stay up to date with the latest trends, news, and innovations in the industry, to ensure that the events remain relevant and competitive. Maintain an up-to-date list of competitor events and track changes in the industry landscape.

The Energy Institute (EI) is the chartered professional membership body for people who work across the world of energy. Our purpose is creating a better energy future for our members and society by accelerating a just global energy transition to net zero. We do this by:

• Attracting, developing and equipping the diverse future energy workforce
• Informing energy decision-making through convening expertise and advice
• Enabling industry and consumers to make energy lower carbon, safer and more efficien