Event Delivery Coordinator

2 weeks ago

Sydney, Australia Informa Connect Full time

Company Description
**Who we are**

Informa Australia is the nation’s leading event organiser. Our events comprise of large scale exhibitions, industry conferences and highly specialised corporate training.

We are part of the global Informa Group PLC, a FTSE 100 multinational organisation which has over 150 offices around the world. It operates in over 43 countries and employs 11,000 employees.

This is an exciting opportunity for an enthusiastic, ambitious and career orientated executive to join an a global organisation.

**Job Description**:
Reporting into the Head of Delivery, this role provides you the opportunity to become skilled in delivering best in class events across verticals and teams.

This will be a varied role giving exposure to all aspects of event delivery, centred around a structured list of responsibilities that occur pre, during and post event, from planning right through to delivery and post project administration.

Every day will be different with diverse clients, speakers, courses, events and delivery formats to keep you challenged and engaged.

**Pre-event coordination (70%)**
- Operate as the lead for all training events (both virtual and in-person)
- Liaise with Informa clients, consultants and speakers, virtual coordinators and Informa Client Managers as required
- Liaising with printers, travel partners, venues and flight agencies
- Speaker management - including but not limited to: initial contact letter, gather and communicate hotel & technical requirements, coordinate presentation material and video recordings, arrange technical tests, cross check agendas across various online platforms, collaborate with production team on changes to agenda
- Sponsor and Exhibitor management - including but not limited to: maintain accurate sponsor and exhibitor log based on signed contracts, build online exhibition manuals and fully manage sponsorship/exhibition clients to meet all contracted deliverables, update exhibition floor plans and booth lists, manage collection of sponsor logos, oversee registration of contracted passes
- Act as main speaker and/or sponsor/exhibitor liaison, answering questions and fulfilling requests
- Maintain strong customer service with response times set at less than 24 hours
- Create and send scheduled newsletters, reminders and other communications
- Build strong relationships with Sales to provide clear guidance on the commercial opportunities at the events, research new opportunities based on venue and location
- Prepare, proof, organize production and arrange delivery of necessary materials for onsite documentation
- Create, customize and configure virtual event registration links, invitations and reminders
- Upload content and create custom virtual meeting layouts and event flows
- Organize signage creation and production
- Work with centrally procured vendors to research and order necessary deliverables
- Help team to ensure all Health & Safety requirements are met
- Help to embed sustainability into every event in line with Informa’s Faster Forward approach
- Attend event planning meetings, presenting clear and concise updates, identifying and addressing any impacts to the event and proposed resolutions

**During the event** (10%)**
- Travel to in-person events as required
- Be the main point of contact for speakers and/or sponsors/exhibitors during the event
- Arrange, set up and manage pre-planned details and requests from speakers and/or sponsors/exhibitors
- Manage onsite requests from speakers and/or sponsors/exhibitors
- Complete and comply with onsite Health and Safety procedures
- Assist as the virtual event host and/or moderator during rehearsals and/or live events, on an as needs basis
- Offer assistance and guidance with any attendee connection issues, as well as basic technical support during an event

**Post-event admin (10%)**
- Distribute presentation material and/or recordings from the event for attendees
- Check and manage payment for speaker and/or event material invoices
- Communicate final speaker and/or sponsorship costs within event budget
- Fulfil any post-event sponsorship deliverables as necessary
- Process, upload and retrieve webinar recordings
- Generate and download reports: registrations, attendance, polling responses, and Q&A
- Basic editing skills (videos, voice notes) or working with suppliers to deliver

**Other** (10%)**
- Performance of special projects in collaboration within delivery or with other teams as requested
- Manage and maintain excellent relationships with clients, expert partners and colleagues to uphold a corporate image of ethics, professionalism, quality and standards

**Qualifications**:

- Entry level operational experience in an event / customer / learning / training operations capacity
- An understanding of how to successfully deliver world class hybrid and live event experiences would be advantageous
- Proficient in MS Office programs
- A strong communicator who can confidently liaise with all

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