Event Coordinator

Full Time

London | Posted 2 months ago

The Company

Jacobs Media Group is Europe’s largest Travel & Hospitality B2B media company

Our market-leading products in print, digital and face-to-face connect and inspire professional audiences informing smarter business decisions and building their professional networks.

Across the world we run more than 120 events every year, attracting over 10,000 delegates and guests. Events range from intimate dinners and breakfast briefings to spectacular gala events such as the Globe Travel Awards and the Cateys. Overseas events from Connections and Connecting Travel bring together senior global players in luxury settings to do business and make lasting connections.

We publish over 150 magazines, supplements, guides and directories. This includes weekly publications Travel Weekly and The Caterer, as well as other publications such Aspire, Travolution and Connections.

The Jacobs Media Group Events Team is a specialised, in-house, full-service, event management team delivering conferences, award shows, business breakfasts, executive dinners and roundtable events

The Role

• Working closely with an Event Executive/Manager, communicate with sponsors/ exhibitors/speakers in relation to event requirements as directed

• Handling incoming enquiries and general day-to-day correspondence

• Assisting co-workers with pre-event preparation, customer communication, and on-site logistics

• Coordinating event logistics including working closely with internal team & stakeholders, event venues, speakers, hotels and 3rd party suppliers

• Compiling and maintaining event guestlists

• Research products and suppliers (new/current) for various event requirements

• Venue sourcing and directory management for future proposals

• Corresponding with speakers and conference agenda management

• Identify potential and suitable event locations and venues and understand the current market-place and best fit for meeting and event requirements

• Prepare event materials including delegate lists, name badges etc. including sponsorship collateral and any bespoke items

• Support events on-site and offer assistance where required in pre-event meetings

• Support event follow up activities, including producing feedback requests and ensuring all invoices are received for coding/processing

• Attendance at events, both internal and external (including trade shows)

• Facilitate relationship with in house production team, suppliers and agencies

Candidate requirements

• The ideal individual for this role will have a keen interest in a career Event Management however may not have any experience beyond supporting/work experience or graduate role

• They will be energetic and highly-organised, someone who enjoys taking on responsibility and making a positive contribution

• They will be highly-professional, able to work to timelines, within set budgets and to the exacting standards required

• They will understand the importance of good relationships both within and outside the organization

• Be able to demonstrate ability to build strong relationships with members from other teams /markets.

• Be flexible and adaptable to the needs of the wider events team - willing to use initiative and problem solving

• Excellent attention to detail;

• Highly organised and able to multi-task and manage high volumes of work, often unsupervised and at times out of office hours;

• Good time management and able to prioritise

• Able to work Monday -Friday, 09:00 -17:30 as your core hours. There may be an occasion where you are required to work outside of these hours, events depending

• Good communication and project management skills

• An understanding of how a budget works and ability to look for the best financial outcomes

• Able and willing to travel within the UK, including overnight stays

• Ability to work independently and as part of a team

This role will report into the Head of Events