ABOUT THE ROLE

Provide a short summary of the role here (why does it exist / what’s the purpose) which will grab the interest of the candidate. You may want to add something about your specific division, brand or team.
An exciting opportunity has arisen for an Event Manager to join our Conference team.

ROLE SUMMARY:

To manage a portfolio of events primarily comprising conferences, breakfast briefings and exhibitions for Haymarket Business Media brands in their specific market sectors. An events manager is expected to run a portfolio of events across a calendar year from 5 - 7 events depending on the size, complexity, calendar positioning and budget level. The ability to multi-task and run events concurrently is therefore essential for this role.
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
Haymarket has a flexible working arrangement of 3 days in the office with 2 working from home, with core days in the office being Monday and Wednesday.
Responsibilities:

KEY RESPONSIBILITIES

The events manager is responsible for the complete end-to-end project management of each of the events in their portfolio (including budget/financial management, event timelines, signage production, event planning and logistics, all administration and digital filing and to act as the primary liaison with brand editorial team, brand commercial team, conference producers, marketing team, venues, suppliers, attendees, delegates, sponsors and any other key stakeholders.
A more detailed breakdown of tasks as follows:

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 delegates and sponsors and reconcile all revenues with the event management system and management accounts.
• Support the commercial team with the accurate budgeting of all commercial partners and acting as primary/secondary liaison where appropriate.

Project management

• Maintaining effective working relationships with internal events, editorial, production, marketing 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.
• 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.
• Be the point of contact for event sponsors or speakers regarding their involvement in any project.

Event Logistics

• Lead on the operational activities on any project
• Source appropriate suppliers for each event and secure the best products and services available at the best price whilst complying with Haymarket’s procurement policies
• Negotiate with all key suppliers and venues on both contract terms and prices to achieve the most cost effective service
• Lead on all aspects of the production and staging of each event for which you are responsible, in conjunction with the Head of Events Operations and appointed suppliers
• 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 to the venue).
• Manage the operational delivery of events and incorporate sustainability initiatives in planning and delivery
• Attend each event in your portfolio and lead on onsite event delivery
• Undertake any other reasonable duties.

The above job description is intended as a guide to the main responsibilities of the position and is not an exhaustive list of duties and tasks. The events manager must also understand the Company Vision and Values, and apply their principles at all times.
Skills / Experience / Knowledge / Minimum Criteria: