Role purpose
The Event Co-ordinator is responsible for the end-to-end co-ordination and delivery of a varied portfolio of events and awards programmes. The role translates agreed business, audience and commercial objectives into well-planned, professionally executed experiences, working across internal teams and with sponsors, partners, venues and specialist suppliers. It combines disciplined project management with creative judgement, strong stakeholder service and hands-on operational delivery.
Role scope and context
- Co-ordinate multiple events and awards activity concurrently, from initial brief and launch through delivery, evaluation and financial close.
- Operate within agreed budgets, governance, brand standards, accessibility expectations and health and safety requirements.
- Act as a central point of co-ordination for internal contributors, sponsors, partners, speakers, judges, entrants, delegates, VIPs and suppliers.
- Work flexibly to support event delivery, including occasional travel and out-of-hours activity where required.
- Exercise judgement on day-to-day delivery decisions and escalate material budget, reputational, contractual, safety or programme risks promptly.
Key accountabilities and responsibilities
- Portfolio and project planning: Translate event briefs into clear delivery plans covering objectives, audiences, scope, milestones, dependencies, responsibilities, approvals, communications and contingency arrangements. Maintain accurate plans and provide timely progress updates.
- Budget and commercial control: Prepare cost estimates, raise purchase requirements, track commitments and expenditure, check invoices, support supplier negotiations and complete post-event reconciliations. Identify opportunities to improve value while protecting quality and experience.
- Stakeholder and partner management: Build trusted working relationships with sponsors, partners, senior stakeholders and internal teams. Clarify expectations, provide regular updates, secure decisions and ensure agreed benefits, deliverables and service standards are fulfilled.
- Marketing and audience development: Support the development and delivery of integrated campaigns across email, LinkedIn, websites and partner channels. Co-ordinate content, assets, schedules, approvals, data and calls to action, using performance insight to strengthen reach, conversion and attendance.
- Venue, supplier and logistics management: Research and assess venues and suppliers, develop briefs, co-ordinate proposals and site visits, and manage delivery across audio visual, staging, catering, design, print, signage, registration, travel, accommodation, security and accessibility.
- Awards programme delivery: Administer the awards lifecycle from launch and entry management through eligibility checks, judging, moderation, finalist and winner communications, production of ceremony materials and on-the-night delivery. Protect confidentiality, accuracy, fairness and auditability throughout.
- Event content and production: Co-ordinate agendas, speakers, judges, hosts and contributors; prepare briefing packs, scripts, running orders and production schedules; and ensure event content is accurate, on-brand and aligned with intended outcomes.
- On-the-day operations: Lead or support venue set-up, team briefings, speaker and VIP liaison, registration, supplier management, live running and breakdown. Resolve issues calmly and quickly, maintaining a safe, professional and welcoming environment.
- Risk, compliance and inclusion: Maintain risk assessments, contingency plans and accurate records. Ensure delivery reflects relevant contractual, data protection, health and safety, accessibility and sustainability requirements, escalating concerns appropriately.
- Evaluation and continuous improvement: Gather attendance, engagement, campaign, stakeholder and financial data; produce post-event reports; capture lessons learned; and implement practical improvements to processes, templates and future activity.
- Technology and process improvement: Use event platforms, collaboration tools and AI responsibly to improve planning, administration, analysis, creative production and consistency, while applying appropriate judgement, information security and quality checks.
Key working relationships
- Internal: Events, marketing, communications, commercial, finance, operations, leadership teams and other subject-matter contributors.
- External: Sponsors, strategic partners, venues, production agencies, caterers, designers, printers, technology providers, speakers, judges, entrants, delegates and VIPs.
Person specification
- Event and project co-ordination: Demonstrable experience of planning and delivering events, campaigns, awards or comparable multi-stakeholder projects from brief to evaluation.
- Organisation and prioritisation: Strong attention to detail and the ability to manage competing priorities, dependencies and deadlines across several workstreams.
- Communication and relationships: Clear, confident written and verbal communication, with the judgement to adapt style for senior stakeholders, partners, suppliers and event participants.
- Commercial and financial awareness: Experience of tracking budgets, costs, purchase activity, invoices or campaign performance, with a focus on value and accurate control.
- Operational judgement: A practical, solutions-focused approach; confidence under pressure; and the ability to anticipate risks, make timely decisions and escalate appropriately.
- Digital capability: Confidence using standard productivity, marketing, event or collaboration tools, together with curiosity about responsible use of AI and emerging technology.
- Creative and audience focus: The ability to contribute ideas while maintaining brand consistency and designing a high-quality, inclusive participant experience.
- Collaboration and values: A proactive team mindset, personal accountability and a commitment to accessible, sustainable and respectful ways of working.
Indicative measures of success
- Events and awards milestones are delivered on time, within approved budget and to agreed quality standards.
- Stakeholders, sponsors, partners, speakers and participants receive clear communication and consistently professional support.
- Attendance, engagement, entry, satisfaction or commercial objectives are tracked and achieved in line with each event brief.
- Risks, issues and changes are identified early, documented and managed effectively, with no avoidable compliance or safety failures.
- Post-event reporting is accurate and timely, and lessons learned result in measurable improvements to future delivery.
- Processes, templates, data and technology are used consistently to improve efficiency, insight and the overall audience experience.
What’s on Offer
- Contributory pension scheme
- 22 days + 8 Bank Holidays (increasing with service)
- Birthday off
- Health cash plan
- On-site parking
- Access to OVO Hydro Club
- Discount on Gym Membership
- Quarterly social nights and an annual awards night
Pay: £28,000.00-£32,000.00 per year
Work Location: In person
