Events Manager

A London based charity in the non-profit sector is looking for an Events Manager to join their team. The Events Manager will look after all event logistics for all of their London events. Client Details The UK's leading forum on Latin America based in London. They are a centre for thought-leadership and pragmatic debate on the region's political, economic, social, health and environmental trends and issues - and their implications for business risks and opportunities Description The successful Events Manager will; Work closely with the charities teams to distil their event concepts into logistics and deliver their events Proactively produce detailed proposals and agendas for events (i.e., running order & timing, venues, room layouts, suppliers, staffing requirements and briefings) Agree event budgets with the Deputy CEO and COO, issuing estimates for sponsorships, managing within the budget Secure and book suitable venues or locations (including scheduling and managing the use of the Board Room) and negotiating discounts with regular suppliers (venues, catering, translations, etc.) Issue formal invitations to speakers, keeping speakers informed/supplied with agendas and background materials, liaising with them to ascertain their precise logistical requirements; arranging travel and accommodation where necessary, ensuring speaker materials are available for events, liaising with speakers to arrange connection tests for online events Ensure that event information and invitations are disseminated to the audiences appropriate for each event, and ensuring details of each event are registered in appropriate team members' diaries with short-cut links to the event materials on the shared drive Prepare delegate packs and papers with clients and, where relevant, designers Organise the production of tickets, posters, brochures and/or other relevant materials Co-ordinate the application of the charity and sponsors' brands to events logistics On the day of the event, coordinate suppliers, handling client queries and troubleshooting to ensure that all runs smoothly Attend all events from beginning to end, ensuring an overall smooth operation and cope with any unforeseen problem and oversee the departure of guests and the dismantling and efficient removal and clearance of the event Keep registers of attendees for each event, ensuring they are stored safely in accordance with data protection rules and, if necessary, produce reports for event stakeholders Prepare and processing event evaluation forms for all eventsProfile The success Events Manager: Variety of events logistics; large and small, virtual and in person (with in-depth technical command of virtual events - Zoom, Teams, Livestreaming, etc.), and demonstrable capability to take on hybrid events Running multiple events p.a. - i.e., not just one big event p.a. - and to a professional standard Managing simultaneous translation services - online and in the room. Running events across different time zones (advantageous, but not essential)Personal attributes and skills required: A team player ready to be flexible in supporting colleagues Exceptionally well organised - with excellent anticipation and command of detail First-rate Multi-Tasker - also able to prioritise competing demands Calm under pressure - with a "can do" practical attitude to overcoming obstacles Proactive - not just reactive Agile manager during Events - covering all bases, keeping everyone on task, and effectively fielding any unexpected issues Forward-thinking - planning ahead for regular venues, caterers, AV companies, etc. - but also able to deal with ad hoc events or issues Skilled at negotiating procurement contracts with venues, caterers, translators, etc. Good at giving clear delegations to team members in advance, and coordinating their efforts during events The legal right to work in the United KingdomJob Offer - hybrid working - potential international travel - toil for overtime - progression