Event Delivery Specialist

Company Description

At Informa Tech, we believe that technology innovation is key to driving positive change in our society. We believe that digital inclusion underpins progress. And we believe that diversity in tech is central to a thriving industry.  

Our aim is to inspire the global technology community to build a better world by informing, educating and connecting them through world-class research, training, events, and media. 

We sit at the heart of the tech community with specialisms in emerging tech/AI, enterprise IT, cyber security, service providers/NextG, critical communications, media & entertainment and marketing technology.  

Leveraging over 100 trusted brands, we offer an unrivalled global networking community and platform for technologists and innovators to be inspired and reach their full potential.  

(Join us and reach yours!) 

Job Description

Areas of Responsibility & Accountability 

Manages event logistics - as part of a project team, or as the lead on small to medium events. Create, manage, and communicate the project plans for assigned events, with clarity of expectations and deadlines for all stakeholders' pre-event, during, and post-event for virtual/hybrid/face-to-face events to ensure exceptional delivery. 

Works with vendors to establish layouts ensuring proper attendee traffic flow, adequate areas for registration, conference room placements, food & beverage stations/rooms and complex exhibitor floor plans. Produces logistics to maximize revenue and follow requirements for health/safety/security and sustainability; manages labor. 

In conjunction with Group Services Technology, sets up foundation of event in virtual platform understanding overall functionality to create a quality user experience. 

Together with director, source, compare, recommend, and establish terms with event suppliers, including but not limited to venues, AV, temporary staffing, security, H&S agencies. 

Manages all pre- and onsite facility interactions; including but not limited to venue, decorator, freight, audio visual, and virtual/hybrid platform. 

Manages exhibitor participation in events (or oversees project team members); in the creation of operational communications with exhibitors including service kits, security forms, badge forms, freight scheduling, and other activities. 

Works with marketing and registration to assist in coordinating exhibitor and attendee registration, including advance and on-site registration, as well as lead retrieval systems. 

Manages larger project teams to oversee all preconference logistics such as but not limited to show information documents, temporary space arrangements, signage, and ordering of convention materials. 

Manage high level keynote speaker support, including onsite logistics, coordination of audio-visual needs, rehearsal schedules, set design, and attendee seating plan. Manage audio visual needs and related budgets for all on-site event requirements. 

Communicates and completes food & beverage orders. 

Oversee management of speakers, conference content, and program budgets for events with 10 to 600 speakers. Includes incoming and outgoing speaker correspondence (contracts, payments, travel details, event updates, audio visual requests and registration inquiries), production of onsite printed session materials. 

Sets up and leads event pre-con meetings with all key suppliers and stakeholder 

On site, manages logistical needs; parking, audiovisual needs, reviews and complies with all facilities contracts, security, and medical personnel. Provides an open forum to air any concerns. Hires, manages, schedules, and trains temporary staff. 

Assists in the development of the annual budgets and updates monthly forecasts. 

Assigned role on events can specialize in one discipline or encompass multiple disciplines depending on scope of event. Role can also be a cross-functional team leader with indirect reports. 

Acts as Health/Safety/Security advocate for assigned events. Assists in making risk assessments and incident response plans. Writes incident reports. Fulfills incident response team role as designated. 

Lead event planning meetings, presenting clear and concise updates on event milestones whilst also identifying any impacts to the event and propose resolutions. 

Coordinate an exhibitor health and safety sign off process for stand plans and exhibitor risk assessments and method statements and act as support in liaison with suppliers and team involved.

Qualifications

Experience & Qualifications

•    Building and maintaining relationships and understanding customer needs.
•    Proven prior experience in working in cross-functional teams.
•    Managing stakeholders internally and externally
•    Strong collaboration and c