Event Delivery Coordinator

Company Description

Informa Connect is a live events and digital content specialist connecting professionals with knowledge, ideas and opportunities.

We operate major branded events in Finance, Biotech & Pharma and in a number of other specialist markets, and connect communities online year-round.

Professionals in every specialist market have a need to meet, learn, network and be seen by peers and partners at their community’s most important events.

We create powerful and imaginative environments for businesses and professionals to connect and learn, and continually enhance our events and media offerings with new features and innovative content and formats.

Job Description

An exciting opportunity has arisen for an Event Delivery Coordinator to join the Life Sciences division at Informa Connect. The role will report to the Senior Operations Manager for Life Sciences & Pharma. The environment is busy and challenging and you must be able to work on multiple events ensuring consistency in delivery.

The Event Delivery Coordinator will work across a range of in-person events. Typically the role would primarily focus on delivering 6 - 8, in-person or hybrid events annually from beginning to end, working across all parts of the operations process, in both a supporting role and in a leading role.

This position is best suited to a creative, self-motivated and confident individual who has a strong ability to multitask, is happy to work individually and as part of a team, and who is willing to fully immerse themselves in the Life Sciences events community. Position will be based in Boston area with 2 days per week in the office at the WorkBar downtown crossing.

Principal Duties and Responsibilities:

Include, but not limited to:

Pre-event Coordination (45%)

• Speaker management – including but not limited to: initial contact letter, arrange travel, hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, cross check agendas across various online platforms
• Sponsor and Exhibitor management – including but not limited to: build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth lists
• Working closely with Digital Delivery team on all hybrid event deliverables eg. AV and onsite digital experience
• Floorplan creation – working closely with our vendors to develop exhibit floorplan in line with current and local guidelines
• Strong customer service is key with response times set at less than 24 hours and to be the main speaker and/or sponsor/exhibitor liaison
• Liaison with Customer Services and bookings department
• Work closely with the Product, Sales & Marketing managers to design the customer journey and exhibition spaces across the events portfolio.
• Strong relationships with Sales to provide clear guidance on the commercial opportunities at the events
• Conference Documentation - prepare, proof, organise print and arrange delivery
• Organise signage, sponsored items, drinks receptions, site visits etc
• Brief venues on required configuration and requirements. Responsible for monitoring cancellation dates, bedroom guarantees, and arranging deposit payments
• Ensure all Health & Safety requirements are met
• Help to embed sustainability into every event in line with Informa’s FasterForward approach
• Management of event budget and tight cost control to ensure costs are kept within budget
• Attend event planning meetings, presenting clear and concise updates on the event milestones, identifying and addressing any impacts to the event and proposed resolutions.
• Work with centrally procured vendors, to significantly improve the experience for our commercial clients and attendees at the events, providing a new inventory of products and services that will set Life Sciences apart from its competitors

On the Day (30%)

• Attend whole event, either digitally or in-person, which can be up to 4 days plus move in day in mainland USA and/or Europe
• Be the main point of contact for speakers and/or sponsors/exhibitors during the event
• Be solely responsible for all onsite operations for some events
• Fully manage suppliers onsite e.g. general services contractors, AV, catering
• Arrange, set up and manage registration
• Manage and coordinate all staff attending the event
• Health and Safety: complete forms and ensure all present are aware of procedures
• Enhance the customer’s experience of the event on site, differentiating us from our competitors.

Post-event admin (20%)

• Upload / dis