Event Executive

at  Outsourced Events Ltd

ABOUT US

Outsourced Events is a multi-award-winning event management company. We live and breathe events and our enthusiastic and friendly team of event professionals have decades of industry experience, organising events in the technology, commercial, and association sectors, but we will help you whatever the industry

KEY RESPONSIBILITIES

• Going onsite to events, liaising with sponsors and helping register delegates on the day
• Working with the event project leads to develop project plans for each of the client events in Monday.com
• Attending calls with the client and updating them on progress.
• Providing updates to be included in weekly client status reports submitted in a timely fashion.
• Responding to regular queries coming in on the event-specific email address
• Venue liaison for each new project, working closely with the administration team to find appropriate venues, arranging quotations and presenting the findings back to the client using PowerPoint within the timescales set.
• Sourcing hotel bedrooms, preparing, managing and cross-referencing rooming lists
• Preparing and managing the distribution of delegate joining instructions
• Creating proposals of ideas for audience engagement (particularly relevant to tradeshows)
• Gathering competitive quotes for outsourced services
• Preparing FAQ sheets for various projects and becoming the “font of all knowledge” on your assigned events
• Speaker management and liaison to include chasing for expenses and ensuring these get paid in a timely fashion
• Liaising with event organisers to understand the process behind any shipments including deadlines, how the goods should be addressed and the method for picking up any left-over items once the event has finished. Communicating that process to the Warehouse Manager.
• Sponsor liaison on events, where this is required, to include chasing for all orders including power, furniture, internet requirements, collating these items into a spreadsheet and communicating their order back to the supplier
• Creating event evaluation forms for distribution and analysing the responses
• Answering the phone to incoming calls and dealing with queries relating to the events being run