- To invite a minimum of 80 potential speakers per event (all invitees must be relevant and have
received written details of the conference)
- To ensure data is requested and received from all invited and confirmed speakers and
workshop leaders and added to the internal database daily.
- To secure 16 speakers and a chair and be in receipt of their confirmation forms by the end of
the 30-day production cycle
- To ensure deadlines are met and production targets achieved and exceeded.
- To keep the Production Manager fully informed and aware of the progress of each conference
and any problems
- To maximise event profitability (keeping speakers expenses to a minimum)
- To work with Sponsorship, passing on leads and suggesting potential sponsors and finally
following up any leads passed on.
- To work with Telesales, passing on leads and, where necessary, researching additional leads
- To work with Marketing, checking all marketing material relevant to your conferences,
advising them on how best to attract potential delegates, making suggestions of associations,
societies, and journals suitable for external marketing activity. Provide a mid-production
marketing brief to add any developments or refinements to the initial research brief.
- To add additional value to the conference programme wherever possible
- To complete all aspects of conference administration (confirmation forms, expense forms,
guest place forms and handovers) accurately and on time
- To ensure the conference information is displayed on the web site and that the material is
correct and up to date.
- To ensure replacement speakers are found for existing conference programmes and that
Marketing, Telesales, Sponsorship, the Conference Executive, Client Services and Website
Support are aware of the changes.
- To attend and open conferences, bringing workshops and future events to the attention of
speakers and delegates.
- To network with speakers and delegates to get new ideas for conferences, feedback, and
secure speakers for future events.
- Maintain confidentiality.
- Related duties as required.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your
changing role within the organisation and the overall business objectives of the organisation.
Essential Skills, Traits and Qualifications
- Building strong 2-day agendas reflective of industry-specific requirements and needs
- Act at the Project Manager for each event, liaising continually with other relevant
departments to ensure the smooth running of events, both in preparation on site
- The ability to manage time effectively, often balancing multiple conference responsibilities at
one time.
- The ability to assimilate information quickly and effectively.
- A tenacious and enthusiastic approach
- Good time management capabilities and a can-do approach
- A commercial outlook on industry
- Excellent communication skills with senior ranking officials/directors and public sector
industry specific individuals on a one-to-one basis whether face to face or by telephone
- Excellent one to one communication and team skills
